Purpose: · The purpose of this job aid is to provide Terms and Concepts that end users can easily navigate through to obtain definitions by process area or alphabetically. o Users will be able easily find Terms and Concepts within one process area. o Users will also be able to find Terms and Concepts from other process areas in the alphabetically organized Terms and Concepts section. Audience: · All GFEBS Release 1.2 end users will utilize this job aid.

Click on the following sections to be taken to the Terms and Concepts Alphabetically: · · · · A-F G-L M-R S-Z

Terms and Concepts: By Process Area Cost Management

Cost Management

Term/ Concept Name

Activity Type

Corresponding Government Term

N/A

Definition

A cost object that represents a group of resources within a cost center. These resource groups have capacity and a unit of measure such as: labor hours, machine hours, square footage, etc. Activity types are consumed and used to produce the products and services of the organization. Categories that describe production or service outputs that are used for internal activity allocations between cost centers. Activities have rates assigned to them that are used during activity allocation.

For Official Use Only

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GFEBS Definition

Shows a comparison between actual cost and planned cost. Shows a comparison between actual cost and a cost objective. The SAP Period Closing function used to calculate actual rates based on actual costs and actual activities during a specified period. Similar to the standard hierarchy, except there can be multiple alternate hierarchies. Alternate hierarchies do not need to contain all cost centers for a given period in the system. They reflect a different organizational structure for additional reporting flexibility. A type of cost allocation that provides summary level detail of primary and secondary costs. Rows. Defined by an assigned calculation base, to contain direct costs that will have overhead applied to them during the overhead costing process. Cost transactions that either increase or decrease funds as determined by the cost object's association with a budget-relevant commitment item. Cost objects used to capture the costs of crossfunctional activities. This cost object enables the Army to allocate cost to receiving objects based on a rate of consumption. Defines the primary cost elements to which a particular overhead is to be applied. Represents a group of cost elements slated to receive overhead charges. For each controlling area, users can assign the following to the calculation bases: a) individual cost elements or cost element intervals and b) individual origins and origin intervals. The process of identifying, measuring, analyzing, interpreting, and communicating information in pursuit of an organization's goals. The acquisition and interaction of functional outcome data with cost data to produce valid and verifiable information. A unit of the organization from a costing perspective; used to collect costs and to track and manage costs for responsibility segments of the Army.

A grouping of related cost centers. Created and used for purposes such analyzing, planning, allocating, and maintaining cost center master data. All cost centers have one location on the standard hierarchy. Cost centers can be assigned to multiple cost center groups outside the hierarchy. Indicates the type of cost (or expense) associated with a posting. Functions much in the same way as a General Ledger Account. The process of managing business operations efficiently and effectively by accurately measuring and thoroughly understanding the &quot;full cost&quot; of an organization's business processes, products, and services in order to provide the best value to customers. The ability to track and report on costs associated with activities and tasks. Master data in which costs are collected to measure an activity, output, or item. Examples: cost center, internal order, or business process to capture the cost of an organization, function, task, product, service, or customer. The object that will be credited. If an object in actual data is debited with overhead, then another object (e.g., a cost center, order) is credited at the same time. Overhead is recorded using a unique overhead cost element. An allocation method in which activity quantities are known and allocated based on a rate defined for the activity type. The costs of resources (labor and material) directly consumed by an activity. Direct costs are assigned to activities by a direct tracing of units of resources consumed by individual activities. Direct costs are specifically identified with a single output. A type of cost allocation that provides line item detail of primary costs. The sum of all costs associated with an organization, product, or service to include activities performed by other entities regardless of funding sources. Used to track and manage budget values. Budget execution is performed, tracked, and managed on funds centers.

Term/ Concept Name

Cost Center Groups

Corresponding Government Term

N/A

Cost Element

Element of Resource (EOR) N/A

Cost Management

Cost Measurement Cost Object (CO)

N/A N/A

Credit Object

N/A

Direct Activity Allocation Direct Costs

N/A

Direct Cost

Distribution Full Cost

N/A Full Cost

Funds Center

Allotment Serial Number Organization or Operating Agency

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GFEBS Definition

A structure that records value movements in a company code and represents its account items in a chart of accounts. An allocation method where activity quantities are not known but instead determined by the system based on receiving tracing factors, weighting factors, or fixed quantities. Once the quantity is entered, allocation between sender and receiver takes place. Costs that cannot be identified specifically with or traced to a given cost output in an economically feasible way. Describes the costs of resources jointly or commonly used to produce two or more types of outputs but which are not specifically identifiable with any of the outputs ( e.g., general administrative services, general research and technical support, security, rent, employer health and recreation facilities, and operating and maintenance cost for buildings, equipment, and utilities). Such costs can be assigned to the output on a cause-and-effect basis or allocated on a reasonable and consistent basis. Cost objects used to plan, collect, monitor, and settle the costs of specific jobs and tasks. Used to monitor the costs of short-term, long-term, and recurring activities or programs. Costs that do not have a direct impact on fund, functional area, funded program, or budget. Cost transactions that have no impact on funds availability as determined by the cost object's association with a non-budget-relevant commitment item. Examples: military labor, leave liability, contract labor, direct activity allocations within the same fund and functional area

A rate that determines to what extent the percentagebased or quantity-based overhead rate should be applied to direct costs. Also specifies under which conditions the overhead rate will be applied. A cost accounting method similar to the cost assessment method (standard and actual costing using full costs). Costs are not split into fixed and proportional costs. The system calculates wage costs using the fixed hourly rates determined in cost center planning, to evaluate the activity quantity structure of the work plan. The SAP system then uses overhead calculation to apply any remaining overhead costs to cost collectors or products.

Overhead Calculation

Overhead Calculation

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GFEBS Definition

Consists of a base row or a totals row. Overhead amount is calculated by multiplying the amount in these rows by the overhead rate. Overhead rows also contain an offset key. The offset key determines which method of allocation is followed (percentage- or quantity-based). Elements of cost with a corresponding expense account in the General Ledger. Examples: travel, labor, and supply costs. Involves allocating a quantity, usually hours, of some type of activity. Examples: · · · · · Business entity (CO with account assignment) Property (CO with account assignment) Building (CO with account assignment) Rental unit (CO with account assignment) Room (not a CO)

Term/ Concept Name

Overhead Rows

Corresponding Government Term

N/A

Primary Cost Elements Quantity-Based Allocations Real Estate Object

Elements of Resource (EOR) ­ 6000 series N/A Real Property (PPE)

Real Internal Order

N/A

A type of internal order that can be used to monitor the costs of short-term, long-term, and recurring activities or programs. Examples: · · · · · · Minor construction Damages from a fire Investment orders for assets produced in house Development and construction orders Orders for services to a third party Advertising

Revenue Element

Revenue

Indicates the type of revenue (or earnings) associated with a posting. Functions much in the same way as a General Ledger Account.

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GFEBS Definition

Cost elements that track the internal movement of costs, such as allocations or settlements, and that provide a more accurate view of where costs are incurred within the organization. Secondary cost elements do not have corresponding General Ledger account or an account that tracks the internal movement of those costs. Examples of secondary cost elements are: · · · Assessment cost elements. Cost elements for internal activity allocation. Cost elements for order settlement.

Term/ Concept Name

Secondary Cost Elements

Corresponding Government Term

Cost Transfers (e.g. EOR 2700)

Think of secondary cost elements as &quot;summary&quot; cost elements because they involve summarizing costs and their internal movements. Settlement N/A An action to move costs from internal orders to other objects (e.g., cost center, [WBS] elements) based on specific settlement rules. A tree-like structure that represents the organization and all of it organizational groups. Once the standard hierarchy is built, cost centers are created and assigned to groups within the hierarchy. The hierarchy consists of all cost centers within the system for a given period, and therefore represents the entire organization. A type of internal order that displays a parallel view of costs. Costs collected on statistical internal orders cannot be settled. A posting to a statistical internal order occurs as a result of a real posting to a cost object such as a cost center. The statistical posting to the internal order is an entry that occurs parallel to the real posting made to another object. The advantage of using a statistical internal order is the real costs are posted to the cost center using the primary cost element. Statistical Key Figures (SKFs) N/A Master data objects that can be used as the basis for internal allocations such as distributions and assessments. Represent amounts or quantities. Examples: number of employees, telephones, or computers in a department, number of square feet in a building.

Standard Hierarchy

N/A

Statistical Internal Order

N/A

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GFEBS Definition

A form of indirect activity allocation used for cost centers and business processes. In this method, actual activity quantities to be allocated are not entered directly. GFEBS calculates this by using the plan activity inputs of the receivers. It also uses the operating rates of the cost centers receiving the activity type. Because target = actual allocation is meant only for assigning actual values, activities to be allocated with this method must be assigned different activity type categories for planning or actual postings.

Term/ Concept Name

Target = Actual Allocation

Corresponding Government Term

N/A

Template Allocation

N/A

An allocation method for cost centers, activity types and business processes that uses a template with weighting factors such as rates and percentages (quantity-based). Involves allocating actual dollar amounts. The difference between planned and actual costs and/or outputs. Individual elements representing activities within the WBS and that are used to plan and update actual cost data. Examples: tasks, partial tasks that are subdivided further, work packages.

Any of the official systems that maintains the Army Property book. (I.E. PBUSE, DPAS, DMLSS)

N/A N/A N/A N/A N/A N/A N/A N/A

The lifecycle of purchasing assets in GFEBS to the retirement of that asset. The principal method for classifying assets in GFEBS. The number identifies a fixed asset in GFEBS. Primary record that contains asset data. Reverses a previously posted asset document. A number combined with the main asset number that uniquely identifies an asset in GFEBS. A GFEBS object serving to accumulate construction costs. A date defined by the DoD FMR Vol 4 Ch 6 which serves as the beginning date of the Army's ownership of the asset Retiring the full value of an asset and closing the asset master to further update. Ordinary depreciation reflects the deduction for the normal wear and tear during the life/use of asset. Removing a portion of the assets value. The task of transferring the recorded cost of a new item from an Asset under Construction (AuC) to an asset master. A simulation that allows you to check for errors without posting. A manual process to reflect extraordinary depreciation on the asset. Model of the work to be performed during a project that accumulates cost.

An abnormal balance exists when an account that should have a debit balance has a credit balance, and the reverse, when an account that should have a credit balance has a debit balance. The normal balance for each United States Standard General Ledger Account (USSGL) is determined by the Treasury and pre-programmed into GFEBS. The Abnormal Balance Report is used by Financials during the period end and year end close processes to identify and review any G/L accounts that have abnormal balances. This report checks the balances of each G/L account and compares it with the balance of the corresponding USSGL standard balance. The report then identifies which G/L accounts do not match their expected balance. The Accounting Processor makes periodic accounting adjustments to ensure the accounting system accurately reflects the financial position of the reporting entity. The Accounting Processor reviews general ledger balances for abnormalities and imbalances using the Abnormal Balance Report and the GFEBS Reconciliation tool. The accrual method of accounting is the recognition of revenues and expenditures during the period when they are earned or incurred. This means recording revenue when the service is performed, when the merchandise is sold, or when the goods are provided, even though we have not collected payment. It also means to record the expense when receiving the benefit, such as labor service provided, inventory received, or time has elapsed, even though cash may not have been outlayed. G/L Accounts, which hold estimates of budget authority that will be realized, contingent on some event. The Asset Close Processor role closes the previous fiscal year for Assets and opens the new fiscal year so that Assets can be posted to value dates in the new fiscal year.

Abnormal Balance Report

Same

Accounting Processor

Accounting Activity

Accrual

Same

Anticipated Resources Accounts Asset Close Processor

Anticipated Budget Activity Accounting Office

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GFEBS Definition

Removes the unused budget from Funds Management and adjusts the Anticipated Reimbursements General Ledger (GL) account accordingly. The closing activity in which the balances of all balance sheet accounts are carried forward onto themselves at the end of the fiscal year into the new fiscal year. The Balance Forward Processor closes proprietary GL balances for the fiscal year end and reestablishes them at the beginning of the next fiscal year. He/she also carries forward the Special Ledger into the new fiscal year. Accounts in the United States Standard General Ledger (USSGL) that record the appropriation, apportionment, allocation, commitment, obligation, and expenditure process. An organization within the Department of Defense that delivers enterprise business services to enable effective financial management across DOD Funds that are expired in the current year but will be canceled in the upcoming year. Cancellation occurs at the end of the fifth fiscal year after an appropriation's period of availability. Residual budget from these canceled funds is returned to the Treasury. Funds no longer available for new commitments, but to which obligations and disbursements can be posted for five years following expiration. GFEBS also allows upward adjustments to be posted to these funds if the change is within the scope of the original contract. Note: De-obligated, expired funds are returned to the appropriate USSGL account and are not available for new obligations. Funds that are unexpired in the current year, but that will expire on October 1st of the upcoming fiscal year. The External Information Monitor is responsible for ensuring that outbound financial data from GFEBS supports financial external reporting, and that it accurately meets Standard Financial Information Structure (SFIS) requirements.

Term/ Concept Name

Automatic Budget Postings (ABP)

Corresponding Government Term

Same

Balance Carry Forward

Same

Balance Forward Processor

Accounting Office

Budgetary Set of Accounts

Same

Business Enterprise Information Services (BEIS) Canceling Funds

Same

Same

Expired Funds

Same

Expiring Funds

Same

External Information Monitor

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GFEBS Definition

An outbound interface ran monthly by GFEBS to send the SFIS Trial Balance using the DDRS Layout File to DDRS.

Term/ Concept Name

DDRS Interface

Corresponding Government Term

Federal Agencies Centralized Trial Balance System (FACTS)

Same

System maintained by the Treasury that collects proprietary USSGL account balance information used to produce the government-wide consolidated financial statement. FACTS I collects proprietary USSGL account balances. This is done at the end of the fiscal year. FACTS II collects budgetary USSGL account balances quarterly.

Financial Reviewer

The Financial Reviewer analyzes and executes reports to support the results of the close process. The reports generated by the Financial Reviewer are used to make important decisions for the Army. Same A period of 12 months, for which the Army produces financial statements. For the Army, it begins on 1 October and ends on 30 September. A change to the fiscal year (usually a period of 12 months) for which the federal government produces financial statements and takes inventory. Refers to whether a fund is unexpired, expired, expiring, or canceled . GFEBS allows the consumption of these funds in accordance with the appropriate USSGL postings G/L Account that records the amount of accrued expenses that are required to be funded from future-year appropriations. Canceled Accounts Payable balances are posted to the Future-funded Expense account, G/L 6800. A detailed planning aid in GFEBS for maintenance tasks to be performed. You can use a Maintenance Order to: Plan tasks with specific reference to type, scope, deadlines, and resources. Monitor the performance of tasks. Define rules for account assignment and settlement, as well as for the budget. Record, display, and settle the costs generated by the tasks.

Fiscal Year

Fiscal Year Change

Same

Funds Status

Same

Future-funded Expense

Maintenance Order

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GFEBS Definition

MIPRs are used by Army activities that perform work or sell property/services on a reimbursable basis in DOD and other U.S. Government agencies. The reimbursements to appropriations are amounts earned and collected for property sold or goods or services rendered. G/L Accounts which require a zero balance at the beginning of each year. This includes all revenue, expense, and budgetary accounts. A legally binding commitment by the federal government that will result in outlays, immediately or in the future. Budgetary resources must be available before obligations can be incurred legally. The Open/Close Processor coordinates and maintains the opening and closing of financial periods in GFEBS for year end close. The Open/Close Processor ensures the posting periods in the accounting system are maintained and opened and/or closed according to standing business rules. At Year End, the Order Maintainer analyzes existing Maintenance Orders, creates new Maintenance Orders where necessary to hold remaining work in the new fiscal year, and closes Maintenance Orders for the fiscal year. The Payroll Interface Processing Monitor executes the Payroll Accrual Extension twice during the Year End Close/Year Start process; to create obligations for payroll accruals, and then to close prior year obligations. The Period Close Schedule Processor enters the Year Close schedule into the GFEBS scheduling tool. This occurs once the period/year end close schedule has been created and approved.

Term/ Concept Name

Military InterDepartmental Purchase Requests (MIPRs)

Corresponding Government Term

Same

Nominal Accounts

Same

Obligation

Same

Open/Close Processor

Order Maintainer

Payroll Interface Processing Monitor

Period Close Schedule Processor

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GFEBS Definition

The Period Close Schedule Monitor monitors the year end close progress and ensures that all year end close activities are carried out and completed in accordance with the year end close schedule. The Year Close Schedule Monitor interacts closely with user roles responsible for activities associated with the year end close processes. If errors are identified during the year end closing, the Year Close Schedule Monitor is responsible for notifying the GFEBS user community of modifications required for the scheduling of activities. In some cases, this will require the Year Close Schedule Monitor to cease additional closing activities until errors are successfully corrected.

Term/ Concept Name

Period Close Schedule Monitor

Corresponding Government Term

Posting Period

Same

A period within a fiscal year for which transaction figures are updated. Every posted transaction is assigned to a particular posting period. Generally, posting periods follow monthly periods. In some exceptions, posting periods may be defined by quarterly intervals. At Year-Start, the Project Systems Master Data Maintainer updates the fund on all open WBS elements to reflect the fund of the new fiscal year. This fund must be updated on all but nonexpiring multi-year funds and no-year funds.

Project Systems Master Data Maintainer

Proprietary Set of Accounts

Same

Accounts in the USSGL that record the receipts of funds with the U.S Treasury and the proper classification of assets, liabilities, and net position. A legal reservation of funds after a contract has been signed, or a service provider has agreed to provide goods or services. A recorded request for the purchase of goods and/or services that results in a commitment of funds.

Purchase Order

Obligation

Purchase Requisition

Commitment

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GFEBS Definition

The RM Periodic Processor is responsible for the month end and year end write-down and reestablishment of sales orders, and the writedown and rollover of advances.

Term/ Concept Name

RM Periodic Processor

Corresponding Government Term

Receipt Accounts

Same

Funds collected from selling land, capital, or services, as well as collections from the public (budget receipts), such as taxes, fines, duties, and fees. If the Army receives Receipt Collections, the funds are deposited back into the Treasury's Receipt Fund. At the Year End Close, all Receipt Fund collections in GFEBS are closed out and taken off the GFEBS General Ledger. The comparison of account balances in order to ensure that there are no errors in calculation. A G/L account to which transactions in the subsidiary ledgers (such as in the customer, vendor, or assets areas) are updated automatically. Typically, several sub-ledger accounts post to a common reconciliation account. This ensures that the developments in the sub-ledger accounts are accurately reflected in the General Ledger.

Reconciliation Reconciliation Account

Same

Reconciliation Analysis Report

The Reconciliation Analysis Report allows users to confirm that the appropriate proprietary accounts equal the respective budgetary accounts. Same A Sales Order needs to be re-established when a performer's reimbursable authority has expired in the previous year, but the Sales Order has not been closed.

Re-establish a Sales Order

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GFEBS Definition

A separate financial ledger, also called the &quot;Alternative Ledger&quot; in GFEBS, which contains the SFIS attributes required for external reporting. This parallel special ledger also meets FACTS, FACTS II and GFRS reporting requirements. Although the Balance Forward Processor must carry the special ledger forward at the end of the fiscal year, the normal GFEBS user will not interact with the Special Ledger.

Term/ Concept Name

Special Ledger

Corresponding Government Term

Special Posting Period

13 month

A type of posting period used to divide the last regular posting period for closing operations. A maximum of twelve posting periods and four special periods make up a fiscal year. The Department of Defense's standard for categorizing financial information to support financial management decision making and reporting requirements. A customized Trial Balance for GFEBS which includes SFIS attributes required by DOD reporting standards.

A report that the U.S. Treasury requires from U.S. Government agencies that provides a status of the public debt due to federal agencies. A Trial Balance which displays the Standard General Ledger Account balances by fund at the four digit summary level. Funds that allow commitments and obligations to be posted until the expiration date is reached The WBS forms the basis for planning all tasks in a project. The emphasis is placed on planning, analysis, description, control and monitoring of costs, basic dates, and the budget. In GFEBS, WBS is used as the funding execution structure. Individual elements within the Work Breakdown Structure (WBS) used for planning and updating cost data.

Same

Same N/A

WBS Element

N/A

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GFEBS Definition

At the end of the year, all Sales Orders citing reimbursable authority that are expiring in the current year must be written down to the obligation amount. The Year End Certifier is responsible for ensuring that all known funds, commitments, obligations, reimbursable orders, and earnings have been entered and recorded correctly in the accounting records. After certifying accounting transactions, the Year End Certifier will notify GFEBS users (currently notifies DFAS) that the transactions have been certified. Reporting procedures then begin. The Year End certification of financial reports requires certification that all known funds, commitments, obligations, reimbursable orders, and earnings have been entered and recorded correctly in the accounting records. This certification is an official confirmation signed by the appropriate financial manager. A set of activities carried out at the end of the fiscal year to accomplish four main tasks: 1) to close accounts for the year 2) to determine the net effect of activities on the Army's General Fund General Ledger for the year 3) to open a new year to track the transactions in the upcoming fiscal year and 4) to produce financial statements which reflect the Army's financial status for the year. The Year End Processor closes purchase requisitions, purchase orders, earmarked funds, and sales orders in GFEBS at the end of the year. The Year End Processor also cancels accounts payable against funds that are canceled at the end of the year. The Year End Processor executes preclosing and closing of proprietary and budgetary accounts in accordance with Treasury guidelines. Finally, the Year End Processor changes the system status during the Year Start activities, and re-classifies unexpired funds.

Term/ Concept Name

Write Downs

Corresponding Government Term

Same

Year End Certifier

Same

Year End Certification

Same

Year End Close

Same

Year End Processor

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GFEBS

Funds Management

Funds Management

Term/ Concept Name

Accounting Requirements Application of Funds

Corresponding Government Term

N/A Department code

Definition

Set of rules and principles for legal accounting and financial statements. The Application of Funds is a grouping criterion for funds' master records. Therefore, the relationship of Application of Funds to Fund master records is one to many. A posting used to generate a budget transfer to the Funds Management (FM) objects associated with the Work Breakdown Structure (WBS) element at the acceptance/release of the Reimbursable Order. The transfer of budget from one Funds Center to a lower Funds Center in the Army's hierarchical structure. Transfer of a budget transaction into one or several accounting ledgers. Posting takes place in the form of a document entry. The movement of budget from one Funds Center to another Funds Center. The Funds Certifier verifies that the appropriate funds are identified for the requisition. Upon certification, both commitment and consumption of funds occur. Commitment item is the data element that defines the initial use of the executed funds. At this time funds control is planned only at the ALLOBJ Commitment Item (highest Commitment Item level for expenditure budget). As a result, funds are distributed to ALLOBJ and are not distributed at lower level Commitment Items.

Enacted to provide budget authority to federal agencies to continue operations for a length of time when Congress has not yet passed one or more appropriations bills for a fiscal year, or when the President has vetoed Congressionally passed appropriations bills. Generates Funds Status Report A consistency check performed against the Annual Funded Program (AFP) to ensure that the budget transfer amount is not greater than the AFP at any point in the distribution process. Functional area is an FM budget object defined as a funds control element as well as an element to capture execution data. All funds will be distributed to the highest level functional area (i.e., Army) and will be further delineated to specific functional areas for the execution of funds. Functional area is a 16-digit field. The field will be used to identify Army program element (APE), major decision execution program (MDEP), MILCON projects, and Procurement Standard Study Number (SSN).

Term/ Concept Name

Continuing Resolution Authority (CRA)

Corresponding Government Term

Same

ECC Budget Reporter Edit Checks

(GFEBS role) N/A

Functional Area

Elements of the Army Management Structure code (AMSCO) and MDEP/SOOP

Funded Program

Combination of: · Project Account · Functional Cost Account

Funded Program is a 24-digit field that the ARMY will use in controlling consumption of funds. Funds will be distributed and staged at the generic Funded Program &quot;ARMY&quot; until a work order or project has been identified to distribute funds to a detailed funding program. The Funded Program is used to control spending related to work orders (Reimbursable/Direct work orders) and/or projects. After the work order (WO) and/or project is created,the Funded Program is created using the WO or project number. Then, the funds are distributed from ARMY, for example, to 400156, so that funds are now available and work may begin. Functionality will allow the system to automatically create a Funded Programs that is triggered from activities such as: a wbs element or a direct charge activity being created.

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GFEBS Definition

The Fund master record is a separate and distinct fiscal/accounting object containing a self-balancing set of accounts used to budget and control costs and to identify the source and the use of funding. The Fund is the lowest level at which a balance sheet can be created. Based on the fund type on the Fund master data element, fund-specific information, such as authority type and apportionment category is captured. The Fund master record is a 10character field.

The Funds Center record contains information about specific organizational elements in the Army that are authorized to receive, distribute, and manage funds. The Funds Center record is an 11character field. Performs initial task of entering the Appropriation and recording of budget authority of apportionment in Budget Version 0. Approves the budget distribution created by the Funds Management Maintainer at every level in the Army command. Approves budget documents routed from the installation level ­ such as legal limitations ­ prior to final postings in Funds Management. Performs activities related to control of funds, budget distribution, maintaining funds availability status, performing funds analysis, ensuring appropriate budgetary accounting is performed, and adjusting or reprogramming funds as necessary. Funds control function that generates an error message, and does not allow the document to process without changing the document amount to the available budget amount. When neither commitment nor consumption of funds occurs. A fine that is calculated during the payment run. Funds that are recovered and adjusted. Adjustments will result in an increase in available budget within the applicable unexpired fund.

Funds Execution Controller Funds Management Approver

Role in GFEBS

Role in GFEBS

Funds Management Maintainer

Role in GFEBS

Hard Stop

N/A

Hold Penalties Recoveries

N/A Same Same

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GFEBS Definition

Describes which funds and how budget is to be reallocated from the highest level to the lowest level. This represents notifying Congress of requested changes (typically funding changes) regarding new or revised initiatives or programs. When Congress initially provides funds in an appropriation act, but later rescinds some or all of what was previously appropriated through a subsequent law.

Term/ Concept Name

Redistribute Budget

Corresponding Government Term

Same

Reprogramming

Same

Rescissions

Same

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GFEBS

Plant Maintenance

Plant Maintenance

Term/ Concept Name

Annual Work Plan (AWP)

Corresponding Government Term

Same

Definition

Consists of reviewing and re-planning the Directorate of Public Works (DPW) overhead structure (Standing Operations Orders (SOOs)), Maintenance Funding Execution Structure, preventive maintenance plans, and unfunded requirements list for IJO requirements. It is compiled in preparation for the next fiscal year. A complete, structured list of the components that make up an object. The list contains the description, the quantity, and unit of measure. The components are known as BOM items. Used when PMOs are required based on counter readings. They require the measurement document to record the current counter reading (i.e. metered usage) to determine if a PMO is created. Use measurement documents to assess current conditions and to determine if the condition is within a certain tolerance range. The order type created to execute the repairs to real property, assets, and installed equipment that require demand level maintenance. It consists of small minor maintenance and repair jobs and for emergency work. A single, physical object on which maintenance is performed. An example of a piece of equipment is a boiler.

Equipment in Place is found in/on structures and which are neither the property of the DPW nor the DPW's responsibility to maintain. This may be a tank or signal gear on a DPW owned tower base or even food service equipment in a dining facility. The place where a maintenance task is performed. Examples of functional locations include a section of road, a facility, or a floor in a building.

Functional Location

Building structured equipment

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GFEBS Definition

Used for the maintenance and repair of minor construction projects that exceeds the scope of Demand Maintenance Orders (DMOs). Typically, IJO work is over the threshold for DMOs and under the threshold for major construction. Scope changes during the execution of a Demand Maintenance Order may qualify the work as an IJO candidate. Equipment affixed and built into the facility as an integral part of the facility (such as heating systems), but not movable equipment (such as a tank). A measurement point is the physical or logical place where a condition is described. For each measurement point, a predefined characteristic for unit or value restrictions is required. Examples of measuring points are temperature inside a boiler or speed of revolution of a wind wheel. The status is described using measurement readings. Type of order used when the scope of work is not within an SOO work order. Example; is when extra work is required and is not covered under the SOO agreement. A regulation or condition observed when performing maintenance work. Permits can be assigned to the following objects: equipment, functional locations, and maintenance and service orders. The physical counting and recording of stock levels. A modularly structured information system that is part of the Logistics Information System. The inspection, care, and servicing of equipment, utility plants and systems, buildings, structures, and facilities for detecting and correcting developing failures and accomplishing minor maintenance. The order type created to execute inspections, care, and servicing of equipment, utility plants and systems, buildings, structures, and facilities for detecting and correcting developing failures and accomplishing minor maintenance.

Plans that are scheduled, monitored, refined, and updated to complete preventive maintenance. The order type created to execute an IJO. An SOO is used to execute the work of a OWO. SOO orders are used for plant operations, municipal services, and operator maintenance services. This type of maintenance supports labor requirements that are constant and predictable. Construction, maintenance and repair work, and preventive maintenance do not use a SOO. A document assigned to a maintenance plan. It describes the tasks to be carried out to maintain a piece of equipment or functional location. The same task list may be assigned to several maintenance plans because the maintenance procedure can be the same for more than one part. A term for a component in a technical system where a maintenance task is performed or a physical object maintained as a unit (equipment). Used when frequency of orders are required based on a time schedule (calendar dates). These plans require cycle start dates, a call horizon, and a cycle set. Defines the scope of services a company will perform in the event of damage or problems.

Definition Use the Account Assignment Locked or Locked status to prohibit account assignments that can be used in a network or to lock all data in a network or network order activity.

Capacity Planning

N/A

A way of determining the available and required capacity and for performing capacity leveling. Items that are required to complete a task. Planning material requirements, procured items or in stock items. An instrument for drawing up all costs that are expected to be incurred during the course of a Project. A document that tracks the inward movement or acknowledgement of goods or materials. The total of all material master records. A term for procedures in materials planning that takes into account and plans every future requirement during the creation of procurement proposals such as independent requirements, or dependent requirements. An event with a special meaning. Milestones can be used in a project to designate significant events or the completion of a project phase. Various tasks and work involved in the project and the temporal and causal relationships between these tasks. Used to accomplish the following: · Determine the start and end dates for carrying out activities in the network. · Calculate the required capacity requirements as well as the slack time or &quot;floats.&quot;

Components

Same

Cost Planning

N/A

Goods Receipt Material Master Material Requirements Planning (MRP)

Same Same N/A

Milestone

N/A

Network Activity

N/A

Network Scheduling

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

An object containing instructions on how to perform tasks in a specific way, in a specific order, and in a specific time period. Network orders contain network activities.

Term/ Concept Name

Network Orders N/A

Corresponding Government Term

Networks Orders define the overall (default) parameters for the entire network which is comprised of network activities, components, relationships, etc. Network Orders are not chargeable in GFEBS. Project Builder N/A Project Builder encompasses all the project components, such as, creating a network, activity or a cost plan. Binding framework for entire project The Project Information System is a flexible, comprehensive information system used to monitor and control project data. A Project Milestone is an element that marks the completion of a work package or phase. Project Systems (PS) is a tool within GFEBS used for precise planning, execution, and cost controlling of the detailed activities involved in creating and tracking a project within the Army. A request or instruction from a purchasing organization to a vendor (external supplier) or a plant to deliver a quantity of material or to perform services at a certain point in time. Resource planning outlines the resources assigned to GFEBS. It displays both the planned number of workdays per month, and the actual number. It calculates the variance between the two. It also contains a cumulative planned hour's worksheet.

Settlement rules are used in PS. They are assigned to a WBS element to indicate how the WBS cost is assigned to a secondary cost object (cost center, internal order, business process, and fixed asset). Settlement rules generally distribute the costs based on percentages or equivalence numbers. · Percentages ­ WBS-1 sends 50 percent to cost center X and 50 percent to cost center Y. · Equivalence numbers ­ WBS 1 will have 1 going to cost center X and 2 going cost center Y which will yield one-third and two-thirds. Settlement rules can be changed, as long as you have not settled and as long as the status permits it. Settlement rules have validity dates.

Term/ Concept Name

Settlement Rules

Corresponding Government Term

Sub Networks

System and User Status

N/A

A network that covers only one portion of a project: it is linked with other sub-networks in the same project. Sub-networks are used to refine and detail networks as the Planning phase progresses. GFEBS treats subnetworks and networks the same way. The sub-network allows you to plan dates, capacities, costs, materials, and production resources/tools for different portions of a project. System status tells the user what functions have been carried out. User statuses enable you to extend the control of business processes managed by the system status. You can set and delete user statuses manually when carrying out business transactions. Structural element in a work breakdown structure representing the hierarchy of a project. Line of Accounting (LOA) is assigned to WBS element. A hierarchical outline described in the project definition. The WBS is the basis for the organization and coordination of a project.

WBS Element

Job cost accounting

Work Breakdown Structure (WBS)

N/A

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

A unit representing a suitably equipped physical location where work can be performed.

Term/ Concept Name

Work Centers

Corresponding Government Term

Shops

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For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS

Real Property Inventory

Real Property Inventory

Term/ Concept Name ·

Corresponding Government Term ·

Definition

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For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS

Reimbursable

Reimbursable

Term/ Concept Name

Accounts Receivable Automatic Budget Postings (ABP)

Corresponding Government Term

Same

Definition

A claim against a debtor, carried on an open account, usually limited to debts from overpayments. Removes the unused budget from Funds Management and adjusts the Anticipated Reimbursements General Ledger (GL) account accordingly. Automated Disbursing System - SF-1080 bills are generated for federal government, some of these bills are sent through ADS (ADS sends the 1080s to IPAC) to be processed. To accumulate billable costs on the Sales Order, the GFEBS transaction for Resource-related billing must be run. Specifically, resource-related billing is used to accumulate the expenses incurred in each period that can be invoice. A process where the performing organization requests payment from the customer. If it has been determined that the final bill was generated for a Sales Order based on the indication of the final bill having been sent from the Customer Billing Processor, the Sales Order should be closed. Cost Object that is used to capture execution costs for Reimbursable orders and Direct Charge Agreements. Includes the creation of Sales Orders including: Economy Act Orders, Project Orders, and Reimbursable Orders with Advance. Each order has its own workflow; these orders are created by the Customer Order Processor and approved by the Customer Order Approver. A report which assists in determining whether an activity occurred within five years on a customer's account.

Display changes to master data records for customers. Create and Maintain Customer Master information ­ many records changed at the same time. The DA Form 1857, Statement of Account, is a standard form used by the Army to bill non-federal customers (the general public, state and local governments). Debit memos are processed to reconcile accounts. Such reconciliations might be due to overcharging for services provided. The situation may arise where there is a decrease in the amount on the funding document, therefore the amount is not available for execution. Defense Cash Accountability System ­ 1080 transaction bills are generated for federal customers, some of these bills are sent through DCAS to be processed. DFAS electronically consolidates disbursements and collections information from a number of cash accountability, expenditure reporting, and treasury reporting systems from across the DoD into a single, enterprise-wide system that provides standardized Treasury reporting and enhanced data integrity.

Debit Memos

Same

Decrease Sales Order Amount Defense Cash Accountability System (DCAS)

N/A

Same

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

Part of the Sales Order process and includes the determination of the type of reimbursable work requested by a customer. If the customer is an Army customer on GFEBS and the scope of work meets the Economy Act criteria defined by the customer, the performer identifies the Sales Order as Direct Charge. The performer identified the work as direct charge and should follow the direct charge process.&quot; There is no Sales Order in the direct charge process therefore the current definition is not valid. A Direct Cite is authority received on a Reimbursable Funding Authorization Document providing the performing organization with the legal authority to cite the customer's funds as the financing source on purchasing documents. The Economy Act provides authority for federal agencies to order goods and services from other federal agencies (including other Military Departments and Defense Agencies) and to pay the actual costs of those goods and services. Stands for Foreign Military Sales. FMS Orders are a type of Reimbursable Order that has specific requirements for the performing organization. FMS is where goods and/or services are provided to a foreign country where the performing organization is reimbursed from a Trust Fund managed by the USASAC (US Army Security Assistance Command) and provided by the Foreign Country. Security Assistance Training Field Activity also oversees FMS funds for training. Used to control the consumption of funds. The Funding Authorization Document (FAD) establishes the authorized funding for an agency during a specified period of time, specifying the program guidelines and changes in authorized funding for the agency.

Term/ Concept Name

Determine Type of Work Direct Charge

Corresponding Government Term

N/A

Same

Direct Cite

Same

Economy Act Order

Same

Foreign Military Sales (FMS) Order

Same

Funded Program Funding Authorization Document

N/A Same

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

If additional funding is received, either via a check or increase in funding on the funding document, the performing activity is notified. Acceptance of the increase in funding on a funding document is processed. Intergovernmental Payments and Collections system - the capability to support bills and collections between Federal agencies through the use of electronic systems. Includes running the Reimbursables Funds Status Report and updating the Sales Order when necessary. Product Lifecycle Management Plus - centralized hub that provides enterprise-level data management. Additionally, it is the GFEBS source of customer master data for all entities that have a DOD Activity Address Code (DODAAC). Project Accounting plans costs, which aids the performer in assessing the economic and financial consequences of the project. Project Orders serve to obligate appropriations in the same manner as orders or contracts placed with commercial enterprises. Project Orders also provide authority for federal agencies to order goods and services from other DOD agencies. Project Planning provides the performer of creating a Sales Order with a project structure with dates, planned work, and responsible parties as well as with the appropriate funding information that is used to derive budget attributes during execution.

Carrying out this process provides the performer with a project structure with dates, planned work, and responsible parties as well as with the appropriate funding information to derive budget attributes during execution. A Sales Order without an Advance represents a Reimbursable agreement that is represented by a Funding Authorization Document between two entities, specifically between the Army and itself or another federal agency, that provides the Army with the ability to increase their Reimbursable Authority to provide the work and is paid based on the goods and/or services provided. Standard Form (SF) 1080, Voucher for Transfer between Appropriations and/or Funds, is a standard form used by the Army to bill Federal Agencies. The SF 1080 is a Department of the Treasury form. It is designed for use as a charge document and basic voucher when settlements between fund accounts are to be made. A cost object with a Sales Order that maintains the organizations line of accounting, and other project related information. The actions taken by the performing organization to provide the goods and/or services requested by the customer.

Term/ Concept Name

Project Planning with Project Accounting

Corresponding Government Term

N/A

Sales Order without an Advance

N/A

SF-1080

Same

Work Breakdown Structure (WBS) Work Execution

Same

N/A

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Debt Management

Debt Management

Term/ Concept Name

Administrative Fees

Corresponding Government Term

Same

Definition

The actual costs incurred, for the collection of delinquent debts. This is a one-time fee charged for each delinquent account and is applied on day 31.

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

Potential losses on receivables to be recognized when it is more likely than not that the receivables will not be totally collected. The language &quot;more likely than not&quot; means more than a 50 percent chance that the full delinquent amount will not be collected. A receivable status that identifies a receivable as written off and collection activities cannot continue. A receipt of cash or electronic record of increase(s) to a cash account. Composite Health Care System - is a Tri-Service system, which provides system functions for Army, Navy and Air Force. CHCS is a stand-alone system at each medical facility and handles Medical Affirmative Claims (MAC), Medical Service Accounts (MSA), and In-patient Third Party Collections (TPC). Contractor Debt System - is a centrally managed debt system for tracking all contractor and vendor debts that have been referred to the Debt Management Office (DMO) at DFAS Columbus. A receivable status that identifies a receivable as written off, but it intends to continue cost-effective debt collection action. Debts will be reported as CNC until collected or closed out. If full payment is not received for an account receivable by day 90 (from when the original bill was sent) and the debt has satisfied all requirements for referral to the DMO/DCMO, the debt is sent to DDMS/CDS. Defense Civilian Payroll System - is a fully automated civilian payroll and leave accounting system. Defense Debt Management System - is a centrally managed debt system for tracking all out of service civilian, military service member's, and retirees debts that have been referred to the Debt Claims Management Office (DCMO) at DFAS Denver (plans are to move the DCMO to DFAS Indianapolis in the future).

In 1991, the Secretary of Defense created the Defense Finance and Accounting Service (DFAS) to reduce the cost of Defense Department finance and accounting operations and to strengthen financial management by consolidating finance and accounting activities across the department. Debt Management Office (DMO) at DFAS Columbus is where Contractor Debt System (CDS), a centrally managed debt system for tracking all contractor/vendor debts are referred. Defense Integrated Military Human Resources System - the largest commercial off-the-shelf solution attempted by the federal government and will result in the largest, fully integrated human resources system in the world. Defense Travel System - fully automated and webbased system that supports official travel. The process of sending letters to debtors to remind them of debts that are delinquent and require prompt payment. The process of sending letters to debtors to remind them of delinquent debts that require prompt payment. Hard copy dunning notices can be sent every 30 days to provide updated balances on debts, which contain delinquent fees. Hard copy dunning notices can be sent every 30 days to provide updated balances on debts, which include the addition of delinquent fees. Dunning proposal runs are generated daily to determine when debts have reached the date required for dunning. The list is reviewed by the Debt Management Processor to determine which accounts to block from the Dunning process. A system for paying debts in fixed amounts at specified intervals. If debtors submit documentation to the creditor organization that they are financially unable to pay a debt in a lump sum, payment is accepted in regular installments.

Integrated Automated Travel System - PC-based, automated travel system that handles many types of travel-related transactions, including temporary duty, travel advances, and local travel. Receivables originate in IATS for various types of travel overpayments to civilian, military, and nonemployee individuals. When a traveler debt is realized, IATS records the debt and the individual is notified. Recover the cost to the Department of the Treasury for borrowing funds due to delinquent debts owed to the United States. Unless otherwise stated, interest accrues from the date of the delinquency. A report which assists in determining if there are open items for the customer. Mechanization Of Contract Administration Services ­ a system that contains vendor contracts. Receivables where a reimbursable agreement was not made are known as non-reimbursable receivables. Non-reimbursable receivables can be a result of a training course that is not fulfilled or failed by an individual, excess weight charges for freight, or overpayments where an individual or vendor has been overpaid and must return the difference. Assess a penalty charge of 6 percent per annum on any debt principal delinquent for more than 90 days. Penalty charges accrue from the date the principal amount became delinquent. The amount to be paid by the debtor, which does not include interest, administrative, and penalty receivables. Third Party Outpatient Collection System - TriService system that provides system functions for the Army, Navy, and Air Force. TPOCS is a standalone system at each medical facility and handles both Third Party Claim (TPC) and Medical Affirmative Claims (MAC).

At the end of the year, all Sales Orders citing reimbursable authority that are expiring in the current year must be written down to the obligation amount. A receivable that is not collected is written off and has a status of Currently Not Collectible (CNC) or closed out. A receivable that is not collected after multiple collection attempts. A write-off is an accounting transaction that clears an open receivable to the allowance for loss on accounts receivable. Receivables that are written off are classified with a status code of either Currently Not Collectible (CNC) or Closed Out.

Term/ Concept Name

Write Downs

Corresponding Government Term

Same

Write - Off

Same

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Spending Chain

Spending Chain

Term/ Concept Name

AccessOnline (AXOL)

Corresponding Government Term

Same

Definition

US Bank's purchase card system. As purchases are made during the billing cycle, US Bank accumulates the transactions. At the end of the billing period, US Bank sends GFEBS the obligation and invoice for the accumulated amount. This process addresses the payment of vendors for goods or services provided to the Army. In GFEBS this has two components: Recording invoices (automated and manual) and scheduling payments. In legacy terms this process was commonly called &quot;vendor pay.&quot; The Acquisitions process includes all the steps necessary to purchase goods and services. It includes establishing master data, creating purchase requisitions and purchase orders, processing goods receipts and goods acceptance. A system used by DFAS to process disbursements as part of the Standard Disbursing Initiative (SDI). The SDI process allows DFAS to centralize disbursing processes across DoD. GFEBS interfaces with ADS for the outbound Ready-to-Pay file and the inbound Post-Pay file.

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Accounts Payable (process)

Same

Acquisitions (process)

Same

Automated Disbursing System (ADS)

Same

For Official Use Only

Crosswalk of GFEBS to Government Terms

GFEBS Definition

Invoices not matching the required elements are blocked automatically by the system, or manually by users with appropriate roles, and not paid until the variance is resolved. A transaction (MRBR) is processed to release invoices when their variances are resolved and are ready to be released. A manually created purchase requisition, and some externally initiated purchase requisitions, are routed to the appropriate individual for approval before proceeding. After the purchase requisition is approved at all required levels, it is released. Receiving and accepting goods and/or services, matching the goods and/or services to a purchase order, and managing exceptions that arise due to non-performance, partial performance, or quality inspection issues. The primary registrant database for the U.S. Federal Government. It collects, validates, stores, and disseminates data for agency acquisition missions. Almost every commercial vendor doing business with the Department of Defense (DoD) must register and maintain their information in this database yearly. CCR sends its information to PLM+. A document that details changes to master records, tables, documents, and so on. An administrative reservation of funds based on firm procurement requests, orders or directives. The Commitments Processor is responsible for the manual creation of bulk committed funds within GFEBS. A legally binding agreement between a buyer and a vendor for the purchase of goods or services for a specified quantity or price over a specified length of time. It must be administered by a contracting office to establish an agreement with the awarded vendor. Examples of contract writing systems: · · Standard Procurement System (SPS) Procurement Automated Data and Document System (PADDS)

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Term/ Concept Name

Blocked Invoice

Corresponding Government Term

Same

Blocked Purchase Requisitions

N/A

Carry out Goods Receipt

N/A

Central Contractor Registration (CCR)

Same

Change document Commitment Commitments Processor

N/A Same N/A

Contract

Same

Contract Writing System

Same

For Official Use Only

Crosswalk of GFEBS to Government Terms

GFEBS Definition

A five-position code that identifies contractors doing business with the Federal Government, North Atlantic Treaty Organization member nations, and other foreign governments. The CAGE Code supports many systems in the government and provides a standard method of identifying a facility at a specific location. These are invoices submitted by vendors and matched to an existing contractual document in GFEBS. A database that provides the DoD with a single source of remittance information (both EFT and check remittance addresses) for contractor, military, civilian, travel, and miscellaneous pay. CEFT updates GFEBS with employee and individual master data stored in CEFT. GFEBS receives vendor (individual) master from CEFT. Provides GFEBS access to vendor (employee and individual) master data currently stored in CEFT. Congressional legislation requires certification /verification of vendor information prior to payment. Although CEFT houses remittance information for both CAGE code and non-CAGE code vendors, GFEBS interfaces with CEFT exclusively to maintain employees and individuals.

Term/ Concept Name

Contractor and Government Entity (CAGE) Code

Corresponding Government Term

Same

Contractual Invoice

Same

Corporate Electronic Funds Transfer (CEFT)

Same

Create/Change Funds Commitment Document

Same

Addresses how an obligation is created in GFEBS using a Funds Commitment Document and how changes are made to an obligation, both manually and through an interface(s). In GFEBS a Funds Pre-Commitment is a method to administratively reserve funds which are not tied to a specific PR. Typically these are used to commit funds for the Government purchase Card program. Addresses creating, processing, and changing obligations. Addresses creating a purchase requisition for goods or services that results in a commitment of funds. Addresses manually creating and receiving vendor master data from source systems.

The system selected by DFAS to be the single cash accountability system for DoD. Cash accountability is the reporting of disbursements, reimbursements, deposits and receipts to the United States Treasury. Occurs when Material Master Data is not needed and is typed in the text field of a purchase requisition/purchase order in GFEBS. An example of a description buy is purchasing a service. A system developed and regulated by Dun &amp; Bradstreet (D&amp;B) which assigns a unique numeric identifier to a single business entity. This numeric identifier is then referred to as a DUNS number. A method of payment; provides for electronic payments and collections. A four-digit code established by the Army Budget Office to categorize and track obligations and expenditures by items or services purchased. In the US, an EIN is the corporate equivalent to a Social Security Number, although it is issued to anyone, including individuals, who have to pay withholding taxes on employees. Also known as the Tax Identification Number (TIN), the EIN is a unique nine-digit number assigned by the Internal Revenue Service (IRS) to business entities operating in the US for the purposes of identification. FAS assists the Defense Logistics Agency in conducting the Pentagon's financial and inventory management of petroleum, natural gas, fuel oils, coal and electricity.

Within GFEBS, this is another way to record an obligation besides a purchase order. It is used as a way to commit and obligate in one step, for certain business processes where a purchase order is not necessary. Examples where funds commitment documents are created include, but are not limited to: · · · · Training Non-DTS travel Transportation Miscellaneous Payment obligations

Term/ Concept Name

Funds Commitment Document

Corresponding Government Term

N/A

GFEBS Non Stock Materials

N/A

This material type is used for materials in which quantity is not tracked (e.g. spare parts for equipment).

GFEBS Operating Supplies GFEBS Reimbursable

N/A

This material type consists of all materials in which quantity and value are tracked. Value must be based on moving average cost. This material type is mainly used in the Reimbursable process to create reimbursable materials that are utilized during billing and used when creating sales orders. This material type can be used to record commonly used services as a material (i.e. janitorial/cleaning services) A movement type that occurs when the goods or services have been inspected and accepted. A material document created for the receipt and/or acceptance of goods or services. Handles the interfaces to and from external systems involved in the goods receipt process. Identifies and resolves interface errors. Manually enters goods receipt/acceptance documents into GFEBS when the receipt/acceptance is not received via an interface. The charge card account established with the issuing bank that enables properly authorized government personnel to buy and pay for supplies and services in support of official government business.

Reverses difference(s) between invoices and goods receipt. A method of balancing inventory needs and requirements to minimize costs from obtaining and holding inventory. A request for payment by a vendor. Handles the interfacing for invoices to and from external system(s). Identifies and resolves interface errors. Receives and enters manual invoices in GFEBS and releases invoices blocked for payment. A supplier that is exempt or otherwise not maintained in a Vendor Master interfacing system such as PLM+ and CEFT. Examples include LMP, DMLSS, etc. Master data contains information that remains the same over time and is needed often in the same form. GFEBS naming convention that standardizes material creation, which helps eliminate repetitive data. System generated document number that tracks the status (i.e. receipt or acceptance) of goods or services. Synonymous to the Element of Resource (EOR), which allows easier tracking of the different types of goods and services that will be procured. A list of all the materials used by an enterprise for which a Material Master record has been created. Contains all the data required to manage a material. Material master data includes basic data, sales data, purchasing data, accounting data, etc. Consists of creating, maintaining, and applying material master data that initiates acquisitions actions. Manually enters material master records, maintains the data created, and updates records as required. Handles the interfaces to/from external systems involved in the Material Master Data process; identifies and resolves interface errors.

Number uniquely identifying a Material Master record, and thus a material.

Term/ Concept Name

Material number Material Type

Corresponding Government Term

National stock number

The different kinds of materials for which a Material Master record is created. Allows for the management of different materials in a uniform manner. GFEBS has three material types: Operating Supplies, Non-Stock Materials, and Service. This invoice is concerned with the payments that are not associated with a contract, and in some cases, are not a result of a purchase order/goods received matching process. A valid obligation of the government containing one or more of the following attributes: · Payment per special authoritative arrangements other than a formal contracting arrangement. These may include special acts through legislative and executive orders. Payments authorized under formal contracting arrangements that necessitate subsequent funding arrangements. Payments and funding made by other federal agencies under special authority that necessitates special billing/reimbursement conditions.

Miscellaneous Payment Invoice (noncontractual)

Same

Miscellaneous Payments

Same

·

·

Payments for non-recurring, non-contractual purchases. Movement Type N/A A classification key indicating the type of material movement (i.e. goods receipt/ acceptance). It is distinguished by a three-character key. Encompasses all travel that is not administered in the Defense Travel System (DTS) system. Examples of non-DTS travel include: · · · · ·

Modifications to the purchase requisitions that originate after it was saved and submitted to the contracting office. Verifies, accepts or rejects the payment proposal prepared by the Payment Processor. He/She is the final authority and completes the payment run. Handles the interfacing for payments to and from external systems; identifies and resolves interface errors. Enters payment parameters and initiates the creation of the Payment Proposal file. A program for generating the payments identified in the payment proposal. After an invoice is received, recorded, and matched, payments are scheduled and disbursed to the vendors according to contractual and regulatory/statutory requirements (e.g. Prompt Payment Act). Payments are processed by the Payment Program in GFEBS via the Automatic Payment Transactions (F110) transaction

This process involves matching invoices with obligations and receiving reports to ensure all contractual and regulatory/statutory requirements are met. Once invoices are verified, payments are scheduled to be made to vendors. A display of documents associated with proposed payments within the Payment Program, based on the payment parameters; makes distinctions between the various types of payments to be made. Includes all payments that were certified for payment. Payments blocked by the Certifier will not be included in the payment run. Addresses the sourcing, maintenance, and application of material master data.

Initiates purchase requisitions. The Purchase Requisition Processor receives and validates requirements and enters the purchase requisition into GFEBS. Scenarios that provide a framework where needs are identified and recorded on the purchase requisition: · · · Contract Military Interdepartmental Purchase Request (MIPR) Grants

Purchase Requisition Scenarios

N/A

Material Consumption Ready-to-Pay file N/A Collective data file that captures transactions due for payment, via the Payment Program; subsequently, sent to the Automated Disbursing System (ADS) for disbursement. A pre-determined routing path based on characteristics of the purchase requisition, which is used in the purchase requisition approval workflow to determine the required approval levels for the purchase requisition. Assigned by services/agencies for processing inter-service/agency and intra-service/agency logistics transactions. RIC identifies the activity originating in the supply document, the recipient of the document, and/or the shipper. All Army vendors are identified by a RIC. Each RIC record has a Contractor and Government Entity (CAGE) Code.

Release Strategy

N/A

Routing Identification Code (RIC)

same

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

SNAP is for small FMS non-standard items and its mission is to supply difficult to support, small quantity, low dollar value items to the FMS customer. To support SNAP, GFEBS records obligations for items purchased through SNAP. The interface from SNAP sends GFEBS obligation information which is recorded in GFEBS as a purchase order. Encompasses the end-to-end Requisition-to-Pay process that includes managing and applying material and vendor master data, generating and maintaining purchase requisitions and purchase orders, receiving and posting goods receipt, goods acceptance, invoicing, and payment processing.

Term/ Concept Name

Simplified NonStandard Acquisition Program (SNAP)

Corresponding Government Term

Same

Spending Chain

N/A

Standard Procurement System (SPS)

Same

A DoD application that supports the acquisition process by capturing information for purchase requisitions. After award it will send contract data to GFEBS to record the obligation through creation of a PO. Refers to the quantities of materials in a company's storage facilities. Also termed &quot;inventory.&quot; An account that records the opening quantity of stock in a warehouse, goods issues and receipts, and the closing stock. Supply 2000 is currently used at many of the Directorate of Public Works (DPWs) for supply management. GFEBS converts the Material Master from the Supply 2000 data, and functionality of material management is performed in GFEBS for DPW items. Relates to the shipment of goods as managed by PowerTrack, a US Bank system. Prior to receiving invoices, a bulk obligation is established in GFEBS by manually entering a funds commitment document. A person or organization that provides goods or services to the Army.

Stock Stock Account

Same Same

Supply 2000

Same

Transportation (PowerTrack)

Same

Vendor

Same

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Definition

Defines the fields the vendor master record contains and the vendor numbering. The account group specifies the grouping of fields needed for certain types of vendors. This allows unique information to be captured for different vendor records. Vendor account groups are discussed in the L451: Material and Vendor Master Data Maintenance course. Contains basic information about a vendor to the Army. Consists of creating, maintaining, and administering vendor master data. Identifies vendor data and maintains the vendor master data. The Vendor Master Data Controller manually builds data when a vendor is not maintained by PLM+. Handles the interfaces to/from external systems involved in the Vendor Master Data process. The Vendor Master Data Interface Processing Monitor identifies and resolves interface errors. A unique identifier linked to each vendor master record. It is an automated, pre-determined routing path based on unique characteristics of each purchase request.

An abnormal balance exists when an account that should have a debit balance has a credit balance, and the reverse, when an account that should have a credit balance has a debit balance. The normal balance for each United States Standard General Ledger Account (USSGL) is determined by the Treasury and pre-programmed into GFEBS. The Abnormal Balance Report is used by Financials during the period end and year end close processes to identify and review any G/L accounts that have abnormal balances. This report checks the balances of each G/L account and compares it with the balance of the corresponding USSGL standard balance. The report then identifies which G/L accounts do not match their expected balance. US Bank's purchase card system. As purchases are made during the billing cycle, US Bank accumulates the transactions. At the end of the billing period, US Bank sends GFEBS the obligation and invoice for the accumulated amount. Any of the official systems that maintains the Army. Property book. (I.E. PBUSE, DPAS, DMLSS)

Process Area

Financial Management

Abnormal Balance Report

Same

Financial Management

AccessOnline (AXOL)

Same

Spending Chain

Accountable Property System (Property Accountability Record)

N/A

Equipment &amp; Assets

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Financial Management

Term/ Concept Name

Accounting Processor

Corresponding Government Term

Account Activity

Definition

The Accounting Processor makes periodic accounting adjustments to ensure the accounting system accurately reflects the financial position of the reporting entity. The Accounting Processor reviews general ledger balances for abnormalities and imbalances using the Abnormal Balance Report and the GFEBS Reconciliation tool. Set of rules and principles for legal accounting and financial statements. This process addresses the payment of vendors for goods or services provided to the Army. In GFEBS this has two components: Recording invoices (automated and manual) and scheduling payments. In legacy terms this process was commonly called &quot;vendor pay.&quot; A claim against a debtor, carried on an open account, usually limited to debts from overpayments.

Accounting Requirements Accounts Payable (process)

N/A Same

Funds Management Spending Chain

Accounts Receivable

Same

Reimbursables

Accrual

Same

The accrual method of accounting is the Financial Management recognition of revenues and expenditures during the period when they are earned or incurred. This means recording revenue when the service is performed, when the merchandise is sold, or when the goods are provided, even though we have not collected payment. It also means to record the expense when receiving the benefit, such as labor service provided, inventory received, or time has elapsed, even though cash may not have been outlayed. The lifecycle of purchasing assets in GFEBS to the retirement of that asset. Equipment &amp; Assets

Acquisition Process

N/A

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Spending Chain

Term/ Concept Name

Acquisitions (process)

Corresponding Government Term

N/A

Definition

The Acquisitions process includes all the steps necessary to purchase goods and services. It includes establishing master data, creating purchase requisitions and purchase orders, processing goods receipts and goods acceptance. A cost object that represents a group of resources within a cost center. These resource groups have capacity and a unit of measure such as: labor hours, machine hours, square footage, etc. Activity types are consumed and used to produce the products and services of the organization. Categories that describe production or service outputs that are used for internal activity allocations between cost centers. Activities have rates assigned to them that are used during activity allocation. The SAP Period Closing function used to calculate actual rates based on actual costs and actual activities during a specified period. Shows a comparison between actual cost and planned cost. Shows a comparison between actual cost and a cost objective. The actual costs incurred, for the collection of delinquent debts. This is a one-time fee charged for each delinquent account and is applied on day 31. Potential losses on receivables to be recognized when it is more likely than not that the receivables will not be totally collected. The language &quot;more likely than not&quot; means more than a 50 percent chance that the full delinquent amount will not be collected.

Similar to the standard hierarchy, except there can be multiple alternate hierarchies. Alternate hierarchies do not need to contain all cost centers for a given period in the system. They reflect a different organizational structure for additional reporting flexibility. Consists of reviewing and re-planning the Directorate of Public Works (DPW) overhead structure (Standing Operations Orders (SOOs)), Maintenance Funding Execution Structure, preventive maintenance plans, and unfunded requirements list for IJO requirements. It is compiled in preparation for the next fiscal year. G/L Accounts, which hold estimates of budget authority that will be realized, contingent on some event. The Application of Funds is a grouping criterion for funds' master records. Therefore, the relationship of Application of Funds to Fund master records is one to many. A type of cost allocation that provides summary level detail of primary and secondary costs. The principal method for classifying assets in GFEBS. The Asset Close Processor role closes the previous fiscal year for Assets and opens the new fiscal year so that Assets can be posted to value dates in the new fiscal year.

Annual Work Plan

Same

Plant Maintenance

Anticipated Resources Accounts Application of Funds

N/A

Financial Management Funds Management

Department code

Assessment

N/A

Cost Management Equipment &amp; Assets Financial Management

Asset Class Asset Close Processor

N/A

Asset Main Number Asset Master Asset Reversals Asset Subnumber

N/A N/A N/A N/A

The number identifies a fixed asset in GFEBS. Primary record that contains asset data. Reverses a previously posted asset document.

Equipment &amp; Assets Equipment &amp; Assets Equipment &amp; Assets

A number combined with the main asset Equipment &amp; number that uniquely identifies an asset Assets in GFEBS.

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For Official Use Only

Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Equipment &amp; Assets Spending Chain

Term/ Concept Name

Asset under Construction (AuC) Automated Disbursing System (ADS)

Corresponding Government Term

N/A Same

Definition

A GFEBS object serving to accumulate construction costs. A system used by DFAS to process disbursements as part of the Standard Disbursing Initiative (SDI). The SDI process allows DFAS to centralize disbursing processes across DoD. GFEBS interfaces with ADS for the outbound Ready-to-Pay file and the inbound Post-Pay file. A posting used to generate a budget transfer to the Funds Management (FM) objects associated with the Work Breakdown Structure (WBS) element at the acceptance/release of the Reimbursable Order. Removes the unused budget from Funds Management and adjusts the Anticipated Reimbursements General Ledger (GL) account accordingly. Removes the unused budget from Funds Management and adjusts the Anticipated Reimbursements General Ledger (GL) account accordingly. Automated Disbursing System - SF1080 bills are generated for federal government, some of these bills are sent through ADS (ADS sends the 1080s to IPAC) to be processed. The closing activity in which the balances of all balance sheet accounts are carried forward onto themselves at the end of the fiscal year into the new fiscal year.

Automatic Budget Posting

N/A

Funds Management

Automatic Budget Postings (ABP)

Same

Financial Management

Automatic Budget Postings (ABP)

N/A

Reimbursables

Automatic Disbursing System (ADS)

Same

Reimbursables

Balance Carry Forward

Same

Financial Management

Balance Forward Processor

The Balance Forward Processor closes Financial proprietary GL balances for the fiscal Management year end and re-establishes them at the beginning of the next fiscal year. He/she also carries forward the Special Ledger into the new fiscal year. N/A Rows. Defined by an assigned calculation base, to contain direct costs that will have overhead applied to them during the overhead costing process. Cost Management

Base Rows

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Plant Maintenance

Term/ Concept Name

Bill of Materials (BOM)

Corresponding Government Term

N/A

Definition

A complete, structured list of the components that make up an object. The list contains the description, the quantity, and unit of measure. The components are known as BOM items. To accumulate billable costs on the Sales Order, the GFEBS transaction for Resource-related billing must be run. Specifically, resource-related billing is used to accumulate the expenses incurred in each period that can be invoice. A process where the performing organization requests payment from the customer. Invoices not matching the required elements are blocked automatically by the system, or manually by users with appropriate roles, and not paid until the variance is resolved. A transaction (MRBR) is processed to release invoices when their variances are resolved and are ready to be released.

Billable Cost

N/A

Reimbursables

Billing

Same

Reimbursables

Blocked Invoice

Same

Spending Chain

Blocked Purchase Requisitions

N/A

A manually created purchase Spending requisition, and some externally initiated Chain purchase requisitions, are routed to the appropriate individual for approval before proceeding. After the purchase requisition is approved at all required levels, it is released. The transfer of budget from one Funds Center to a lower Funds Center in the Army's hierarchical structure. Transfer of a budget transaction into one or several accounting ledgers. Posting takes place in the form of a document entry. The movement of budget from one Funds Center to another Funds Center. Accounts in the United States Standard General Ledger (USSGL) that record the appropriation, apportionment, allocation, commitment, obligation, and expenditure process. Funds Management Funds Management

Budget Distribution

Same

Budget Postings

Same

Budget Transfer Budgetary Set of Accounts

N/A Same

Funds Management Financial Management

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Cost Management

Term/ Concept Name

Budget-Relevant Cost

Corresponding Government Term

Same

Definition

Cost transactions that either increase or decrease funds as determined by the cost object's association with a budgetrelevant commitment item. An organization within the Department of Defense that delivers enterprise business services to enable effective financial management across DOD Cost objects used to capture the costs of cross-functional activities. This cost object enables the Army to allocate cost to receiving objects based on a rate of consumption. Defines the primary cost elements to which a particular overhead is to be applied. Represents a group of cost elements slated to receive overhead charges. For each controlling area, users can assign the following to the calculation bases: a) individual cost elements or cost element intervals and b) individual origins and origin intervals. Funds that are expired in the current year but will be canceled in the upcoming year. Cancellation occurs at the end of the fifth fiscal year after an appropriation's period of availability. Residual budget from these canceled funds is returned to the Treasury. A way of determining the available and required capacity and for performing capacity leveling. A date defined by the DoD FMR Vol 4 Ch 6 which serves as the beginning date of the Army's ownership of the asset Receiving and accepting goods and/or services, matching the goods and/or services to a purchase order, and managing exceptions that arise due to non-performance, partial performance, or quality inspection issues.

Business Enterprise Information Services (BEIS) Business Processes

Same

Financial Management

Point Accounts, Service Support programs

Cost Management

Calculation Base

N/A

Cost Management

Canceling Funds

Same

Financial Management

Capacity Planning

N/A

Project System Equipment &amp; Assets

Capitalization Date

N/A

Carry out Goods Receipt

N/A

Spending Chain

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Term/ Concept Name

Central Contractor Registration (CCR)

Corresponding Government Term

Same

Definition

The primary registrant database for the Spending U.S. Federal Government. It collects, Chain validates, stores, and disseminates data for agency acquisition missions. Almost every commercial vendor doing business with the Department of Defense (DoD) must register and maintain their information in this database yearly. CCR sends its information to PLM+. The Funds Certifier verifies that the appropriate funds are identified for the requisition. Upon certification, both commitment and consumption of funds occur. A document that details changes to master records, tables, documents, and so on. If it has been determined that the final bill was generated for a Sales Order based on the indication of the final bill having been sent from the Customer Billing Processor, the Sales Order should be closed. A receivable status that identifies a receivable as written off and collection activities cannot continue. A receipt of cash or electronic record of increase(s) to a cash account. Funds Management

Certified

N/A

Change document

N/A

Spending Chain Reimbursables

Close Sales Order

N/A

Closed Out

Reimbursables

Collections Commitment Same

Reimbursables Spending Chain

An administrative reservation of funds based on firm procurement requests, orders or directives.

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Funds Management

Term/ Concept Name

Commitment Item

Corresponding Government Term

Element of Resource

Definition

Commitment item is the data element that defines the initial use of the executed funds. At this time funds control is planned only at the ALLOBJ Commitment Item (highest Commitment Item level for expenditure budget). As a result, funds are distributed to ALLOBJ and are not distributed at lower level Commitment Items. SFIS requirements currently dictate the first 3 digits for OMB-defined object classes. The 4-character FM commitment item (US Army Element of Resource (EOR)) contains additional detail information beyond the detail directed by OMB. All FM commitment items/EORs are tied to an OMB Object Class.

Commitments Processor Components

N/A

The Commitments Processor is responsible for the manual creation of bulk committed funds within GFEBS. Items that are required to complete a task. Planning material requirements, procured items or in stock items.

Spending Chain Project Systems

Same

Composite Health Care System (CHCS)

Same

Composite Health Care System - is a Reimbursables Tri-Service system, which provides system functions for Army, Navy and Air Force. CHCS is a stand-alone system at each medical facility and handles Medical Affirmative Claims (MAC), Medical Service Accounts (MSA), and In-patient Third Party Collections (TPC). Use measurement documents to assess current conditions and to determine if the condition is within a certain tolerance range. Plant Maintenance

Condition-based Preventive Maintenance Plans

Cond. - based

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Funds Management

Term/ Concept Name

Continuing Resolution Authority (CRA)

Corresponding Government Term

Same

Definition

Enacted to provide budget authority to federal agencies to continue operations for a length of time when Congress has not yet passed one or more appropriations bills for a fiscal year, or when the President has vetoed Congressionally passed appropriations bills. A legally binding agreement between a buyer and a vendor for the purchase of goods or services for a specified quantity or price over a specified length of time. It must be administered by a contracting office to establish an agreement with the awarded vendor. Examples of contract writing systems: · · Standard Procurement System (SPS) Procurement Automated Data and Document System (PADDS)

Contract

Same

Spending Chain

Contract Writing System

Same

Spending Chain

Contractor and Government Entity (CAGE) Code

Same

A five-position code that identifies contractors doing business with the Federal Government, North Atlantic Treaty Organization member nations, and other foreign governments. The CAGE Code supports many systems in the government and provides a standard method of identifying a facility at a specific location. Contractor Debt System - is a centrally managed debt system for tracking all contractor and vendor debts that have been referred to the Debt Management Office (DMO) at DFAS Columbus.

Spending Chain

Contractor Debt System (CDS)

Reimbursables

Contractual Invoice

Same

These are invoices submitted by vendors and matched to an existing contractual document in GFEBS.

The process of identifying, measuring, analyzing, interpreting, and communicating information in pursuit of an organization's goals. The acquisition and interaction of functional outcome data with cost data to produce valid and verifiable information. A unit of the organization from a costing perspective; used to collect costs and to track and manage costs for responsibility segments of the Army. A grouping of related cost centers. Created and used for purposes such analyzing, planning, allocating, and maintaining cost center master data. All cost centers have one location on the standard hierarchy. Cost centers can be assigned to multiple cost center groups outside the hierarchy.

Cost Management

Cost Analysis

N/A

Cost Management

Cost Center

N/A

Cost Management

Cost Center Groups

N/A

Cost Management

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Cost Management

Term/ Concept Name

Cost Element

Corresponding Government Term

Element of Resource

Definition

Indicates the type of cost (or expense) associated with a posting. Functions much in the same way as a General Ledger Account. The process of managing business operations efficiently and effectively by accurately measuring and thoroughly understanding the &quot;full cost&quot; of an organization's business processes, products, and services in order to provide the best value to customers. The ability to track and report on costs associated with activities and tasks. Cost Object that is used to capture execution costs for Reimbursable orders and Direct Charge Agreements. Master data in which costs are collected to measure an activity, output, or item. Examples: cost center, internal order, or business process to capture the cost of an organization, function, task, product, service, or customer. An instrument for drawing up all costs that are expected to be incurred during the course of a Project. Used when PMOs are required based on counter readings. They require the measurement document to record the current counter reading (i.e. metered usage) to determine if a PMO is created. Includes the creation of Sales Orders including: Economy Act Orders, Project Orders, and Reimbursable Orders with Advance. Each order has its own workflow; these orders are created by the Customer Order Processor and approved by the Customer Order Approver. Addresses manually creating and receiving vendor master data from source systems.

Cost Management

N/A

Cost Management

Cost Measurement Cost Object

N/A N/A

Cost Management Reimbursables

Cost Object (CO)

N/A

Cost Management

Cost Planning

N/A

Project System Plant Maintenance

Counter-based Preventive Maintenance Plans

C-Base

Create Standard Sales Order

N/A

Reimbursables

Create Vendor Master Data

N/A

Spending Chain

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Spending Chain

Term/ Concept Name

Create/Change Funds Commitment Document

Corresponding Government Term

Same

Definition

Addresses how an obligation is created in GFEBS using a Funds Commitment Document and how changes are made to an obligation, both manually and through an interface(s). In GFEBS a Funds Pre-Commitment is a method to administratively reserve funds which are not tied to a specific PR. Typically these are used to commit funds for the Government purchase Card program. Addresses creating, processing, and changing obligations. Addresses creating a purchase requisition for goods or services that results in a commitment of funds. The object that will be credited. If an object in actual data is debited with overhead, then another object (e.g., a cost center, order) is credited at the same time. Overhead is recorded using a unique overhead cost element. A receivable status that identifies a receivable as written off, but it intends to continue cost-effective debt collection action. Debts will be reported as CNC until collected or closed out. A report which assists in determining whether an activity occurred within five years on a customer's account. Monitor customer master interfaces. A collection of customer master records; a data record containing all necessary information for an Army customer.

Display changes to master data records for customers. Create and Maintain Customer Master information ­ many records changed at the same time. The DA Form 1857, Statement of Account, is a standard form used by the Army to bill non-federal customers (the general public, state and local governments). A system developed and regulated by Dun &amp; Bradstreet (D&amp;B) which assigns a unique numeric identifier to a single business entity. This numeric identifier is then referred to as a DUNS number. An outbound interface run monthly by GFEBS to send the SFIS Trial Balance using the DDRS Layout File to DDRS. Debit memos are processed to reconcile accounts. Such reconciliations might be due to overcharging for services provided.

Same

Reimbursables

Data Universal Numbering System (DUNS)

Same

Spending Chain

DDRS Interface

Same

Financial Management Reimbursables

Debit Memos

Same

Debt Referrals

If full payment is not received for an Reimbursables account receivable by day 90 (from when the original bill was sent) and the debt has satisfied all requirements for referral to the DMO/DCMO, the debt is sent to DDMS/CDS through an interface from GFEBS. Note: This is the process for R1.3. In R1.2 this process is done manually (by preparing the debt package manually and forwarding it on to DMO/DCMO).

Decrease Sales Order Amount

N/A

The situation may arise where there is a decrease in the amount on the funding document, therefore the amount is not available for execution.

Reimbursables

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Term/ Concept Name

Defense Cash Accountability System (DCAS)

Corresponding Government Term

Same

Definition

Defense Cash Accountability System ­ Reimbursables 1080 transaction bills are generated for federal customers, some of these bills are sent through DCAS to be processed. DFAS electronically consolidates disbursements and collections information from a number of cash accountability, expenditure reporting, and treasury reporting systems from across the DoD into a single, enterprise-wide system that provides standardized Treasury reporting and enhanced data integrity. The system selected by DFAS to be the single cash accountability system for DoD. Cash accountability is the reporting of disbursements, reimbursements, deposits and receipts to the United States Treasury. Defense Civilian Payroll System - is a fully automated civilian payroll and leave accounting system. Defense Debt Management System - is a centrally managed debt system for tracking all out of service civilian, military service member's, and retirees debts that have been referred to the Debt Claims Management Office (DCMO) at DFAS Denver (plans are to move the DCMO to DFAS Indianapolis in the future). In 1991, the Secretary of Defense created the Defense Finance and Accounting Service (DFAS) to reduce the cost of Defense Department finance and accounting operations and to strengthen financial management by consolidating finance and accounting activities across the department. Spending Chain

Defense Integrated Military Human Resources System - the largest commercial off-the-shelf solution attempted by the federal government and will result in the largest, fully integrated human resources system in the world. Defense Travel System - fully automated and web-based system that supports official travel. The order type created to execute the repairs to real property, assets, and installed equipment that require demand level maintenance. It consists of small minor maintenance and repair jobs and for emergency work. Occurs when Material Master Data is not needed and is typed in the text field of a purchase requisition/purchase order in GFEBS. An example of a description buy is purchasing a service. Part of the Sales Order process and includes the determination of the type of reimbursable work requested by a customer. Debt and Claims Management Office (DCMO) at DFAS currently located at Denver (but will be moved to Indianapolis in the near future) is where Defense Debt Management System (DDMS) is, a centrally managed debt system for tracking all out of service, military, civilian, and retiree debts are referred. Debt Management Office (DMO) at DFAS Columbus is where Contractor Debt System (CDS), a centrally managed debt system for tracking all contractor/vendor debts are referred. An allocation method in which activity quantities are known and allocated based on a rate defined for the activity type.

Defense Travel System (DTS) Demand Maintenance Order (DMO)

Same

Reimbursables

Service order

Plant Maintenance

Description buy

N/A

Spending Chain

Determine Type of Work

N/A

Reimbursables

DFAS Debt and Claims Management Office

Same

Reimbursables

DFAS Debt Management Office

Same

Reimbursables

Direct Activity Allocation

N/A

Cost Management

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Reimbursables

Term/ Concept Name

Direct Charge

Corresponding Government Term

Same

Definition

If the customer is an Army customer on GFEBS and the scope of work meets the Economy Act criteria defined by the customer, the performer identifies the Sales Order as Direct Charge. A Direct Cite is authority received on a Reimbursable Funding Authorization Document providing the performing organization with the legal authority to cite the customer's funds as the financing source on purchasing documents. The costs of resources (labor and materiel) directly consumed by an activity. Direct costs are assigned to activities by a direct tracing of units of resources consumed by individual activities. Direct costs are specifically identified with a single output. A type of cost allocation that provides line item detail of primary costs.

Direct Cite

Same

Reimbursables

Direct Costs

Same

Cost Management

Distribution Dunning

N/A

Cost Management

The process of sending letters to Reimbursables debtors to remind them of debts that are delinquent and require prompt payment. The process of sending letters to debtors to remind them of delinquent debts that require prompt payment. Hard copy dunning notices can be sent every 30 days to provide updated balances on debts, which contain delinquent fees. Hard copy dunning notices can be sent every 30 days to provide updated balances on debts, which include the addition of delinquent fees. Dunning proposal runs are generated daily to determine when debts have reached the date required for dunning. The list is reviewed by the Debt Management Processor to determine which accounts to block from the Dunning process. (GFEBS role) Generates Funds Status Report Reimbursables

Dunning Activities

Dunning Notices

Reimbursables

Dunning Proposal

Reimbursables

ECC Budget Reporter

For Official Use Only

Funds Management

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Reimbursables

Term/ Concept Name

Economy Act Order

Corresponding Government Term

Same

Definition

The Economy Act provides authority for federal agencies to order goods and services from other federal agencies (including other Military Departments and Defense Agencies) and to pay the actual costs of those goods and services. A consistency check performed against the Annual Funded Program (AFP) to ensure that the budget transfer amount is not greater than the AFP at any point in the distribution process. A method of payment; provides for electronic payments and collections. A four-digit code established by the Army Budget Office to categorize and track obligations and expenditures by items or services purchased. In the US, an EIN is the corporate equivalent to a Social Security Number, although it is issued to anyone, including individuals, who have to pay withholding taxes on employees. Also known as the Tax Identification Number (TIN), the EIN is a unique nine-digit number assigned by the Internal Revenue Service (IRS) to business entities operating in the US for the purposes of identification. A single, physical object on which maintenance is performed. An example of a piece of equipment is a boiler. Equipment in Place is found in/on structures and which are neither the property of the DPW nor the DPW's responsibility to maintain. This may be a tank or signal gear on a DPW owned tower base or even food service equipment in a dining facility.

Edit Checks

N/A

Funds Management

Electronic Funds Transfer (EFT) Element of Resource (EOR)

Same Same

Spending Chain Spending Chain

Employee Identification Number (EIN)

Same

Spending Chain

Equipment

Same

Plant Maintenance Plant Maintenance

Equipment in Place

Fixed equipment

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Financial Management

Term/ Concept Name

Expired Funds

Corresponding Government Term

Same

Definition

Funds no longer available for new commitments, but to which obligations and disbursements can be posted for five years following expiration. GFEBS also allows upward adjustments to be posted to these funds if the change is within the scope of the original contract. Note: De-obligated, expired funds are returned to the appropriate USSGL account and are not available for new obligations. Funds that are unexpired in the current year, but that will expire on October 1st of the upcoming fiscal year. The External Information Monitor is responsible for ensuring that outbound financial data from GFEBS supports financial external reporting, and that it accurately meets Standard Financial Information Structure (SFIS) requirements. System maintained by the Treasury that collects proprietary USSGL account balance information used to produce the government-wide consolidated financial statement. The Financial Reviewer analyzes and executes reports to support the results of the close process. The reports generated by the Financial Reviewer are used to make important decisions for the Army.

A period of 12 months, for which the Army produces financial statements. For the Army, it begins on 1 October and ends on 30 September. A change to the fiscal year (usually a period of 12 months) for which the company produces financial statements and takes inventory.

Financial Management

Fiscal Year Change

Same

Financial Management

For Official Use Only

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GFEBS Process Area

Reimbursables

Term/ Concept Name

Foreign Military Sales (FMS) Order

Corresponding Government Term

Same

Definition

Stands for Foreign Military Sales. FMS Orders are a type of Reimbursable Order that has specific requirements for the performing organization. FMS is where goods and/or services are provided to a foreign country where the performing organization is reimbursed from a Trust Fund managed by the USASAC (US Army Security Assistance Command) and provided by the Foreign Country. Security Assistance Training Field Activity also oversees FMS funds for training. FAS assists the Defense Logistics Agency in conducting the Pentagon's financial and inventory management of petroleum, natural gas, fuel oils, coal and electricity. The sum of all costs associated with an organization, product, or service to include activities performed by other entities regardless of funding sources. Retiring the full value of an asset and closing the asset master to further update. Functional area is an FM budget object defined as a funds control element as well as an element to capture execution data. All funds will be distributed to the highest level functional area (i.e., Army) and will be further delineated to specific functional areas for the execution of funds. Functional area is a 16-digit field. The field will be used to identify Army program element (APE), major decision execution program (MDEP), MILCON projects, and Procurement Standard Study Number (SSN).

Fuels Automated System (FAS)

Same

Spending Chain

Full Cost

Same

Cost Management

Full retirement

N/A

Equipment &amp; Assets Funds Management

Functional Area

Elements of the Army Management Structure code (AMSCO) and MDEP/SOOP

Functional Location

Building structured equipment

The place where a maintenance task is performed. Examples of functional locations include a section of road, a facility, or a floor in a building.

Plant Maintenance

For Official Use Only

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GFEBS Process Area

Funds Management

Term/ Concept Name

Fund

Corresponding Government Term

Combination of: · Period Availability · Basic Symbol

Definition

The Fund master record is a separate and distinct fiscal/accounting object containing a self-balancing set of accounts used to budget and control costs and to identify the source and the use of funding. The Fund is the lowest level at which a balance sheet can be created. Based on the fund type on the Fund master data element, fund-specific information, such as authority type and apportionment category is captured. The Fund master record is a 10character field

Funded Program

Combination of: · Project Account · Functional Cost Account

Funded Program is a 24-digit field that the ARMY will use in controlling consumption of funds. Funds will be distributed and staged at the generic Funded Program &quot;ARMY&quot; until a work order or project has been identified to distribute funds to a detailed funding program. The Funded Program is used to control spending related to work orders (Reimbursable/Direct work orders) and/or projects. After the work order (WO) and/or project is created,the Funded Program is created using the WO or project number. Then, the funds are distributed from ARMY, for example, to 400156, so that funds are now available and work may begin. Functionality will allow the system to automatically create a Funded Programs that is triggered from activities such as: a wbs element or a direct charge activity being created.

Funds Management

Funded Program Funding Authorization Document

N/A Same

Used to control the consumption of funds. The agreement document for the activity or activities requested to be performed. Some examples of these documents are: MIPR, 285-R, Purchase Orders, Navy Form, Coast Guard Form, Marine Form and Other.

Reimbursables Reimbursables

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Cost Management

Term/ Concept Name

Funds Center

Corresponding Government Term

Combination of: · Allotment serial number · Operating agency

Definition

Used to track and manage budget values. Budget execution is performed, tracked, and managed on funds centers.

Funds Center

Combination of: · Allotment serial number · Operating agency

The Funds Center record contains information about specific organizational elements in the Army that are authorized to receive, distribute, and manage funds. The Funds Center record is an 11-character field.

Funds Management

Funds Commitment Document

N/A

Spending Within GFEBS, this is another way to record an obligation besides a purchase Chain order. It is used as a way to commit and obligate in one step, for certain business processes where a purchase order is not necessary. Examples where funds commitment documents are created include, but are not limited to: · · · · Training Non-DTS travel Transportation Miscellaneous Payment obligations Funds Management

Funds Execution Controller

Role in GFEBS

Performs initial task of entering the Appropriation and recording of budget authority of apportionment in Budget Version 0. Approves the budget distribution created by the Funds Management Maintainer at every level in the Army command. Approves budget documents routed from the installation level ­ such as legal limitations ­ prior to final postings in Funds Management. Performs activities related to control of funds, budget distribution, maintaining funds availability status, performing funds analysis, ensuring appropriate budgetary accounting is performed, and adjusting or reprogramming funds as necessary.

Funds Management Approver

Role in GFEBS

Funds Management

Funds Management Maintainer

Role in GFEBS

Funds Management

For Official Use Only

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GFEBS Process Area

Financial Management

Term/ Concept Name

Funds Status

Corresponding Government Term

Same

Definition

Refers to whether a fund is unexpired, expired, expiring, or canceled. GFEBS allows the consumption of these funds in accordance with the appropriate USSGL postings G/L Account that records the amount of accrued expenses that are required to be funded from future-year appropriations. Canceled Accounts Payable balances are posted to the Future-funded Expense account, G/L 6800.

Future-funded Expense

Financial Management

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G-L

Terms and Concepts G-L

Term/ Concept Name

General Ledger (G/L) Account

Corresponding Government Term

Same

Definition

A structure that records value movements in a company code and represents its account items in a chart of accounts. This material type is used for materials in which quantity is not tracked (e.g. spare parts for equipment). This material type consists of all materials in which quantity and value are tracked. Value must be based on moving average cost. This material type is mainly used in the Reimbursable process to create reimbursable materials that are utilized during billing and used when creating sales orders. This material type can be used to record commonly used services as a material (i.e. janitorial/cleaning services)

Process Area

Cost Management

GFEBS Non Stock Materials GFEBS Operating Supplies

N/A

Spending Chain Spending Chain

N/A

GFEBS Reimbursable

N/A

Spending Chain

GFEBS Service

N/A

Spending Chain

For Official Use Only

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GFEBS Process Area

Spending Chain Project System

Term/ Concept Name

Goods Acceptance

Corresponding Government Term

Same

Definition

A movement type that occurs when the goods or services have been inspected and accepted. A document that tracks the inward movement or acknowledgement of goods or materials. A material document created for the receipt and/or acceptance of goods or services. Handles the interfaces to and from external systems involved in the goods receipt process. Identifies and resolves interface errors. Manually enters goods receipt/acceptance documents into GFEBS when the receipt/acceptance is not received via an interface. The charge card account established with the issuing bank that enables properly authorized government personnel to buy and pay for supplies and services in support of official government business. Reverses difference(s) between invoices and goods receipt. Funds control function that generates an error message, and does not allow the document to process without changing the document amount to the available budget amount. When neither commitment nor consumption of funds occurs. If additional funding is received, either via a check or increase in funding on the funding document, the performing activity is notified. Acceptance of the increase in funding on a funding document is processed.

Goods Receipt

Same

Goods Receipt

Same

Spending Chain Spending Chain

Goods Receipt Interface Processing Monitor Goods Receipt Processor

Same

N/A

Spending Chain

Government Purchase Card (GPC)

Same

Spending Chain

GR/IR Processor Hard Stop

N/A N/A

Spending Chain Funds Management

Hold Increase Sales Order Amount

N/A N/A

Funds Management Reimbursables

For Official Use Only

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GFEBS Process Area

Cost Management

Term/ Concept Name

Indirect Activity Allocation

Corresponding Government Term

N/A

Definition

An allocation method where activity quantities are not known but instead determined by the system based on receiving tracing factors, weighting factors, or fixed quantities. Once the quantity is entered, allocation between sender and receiver takes place. Costs that cannot be identified specifically with or traced to a given cost output in an economically feasible way. Describes the costs of resources jointly or commonly used to produce two or more types of outputs but which are not specifically identifiable with any of the outputs ( e.g., general administrative services, general research and technical support, security, rent, employer health and recreation facilities, and operating and maintenance cost for buildings, equipment, and utilities). Such costs can be assigned to the output on a cause-and-effect basis or allocated on a reasonable and consistent basis. Used for the maintenance and repair of minor construction projects that exceeds the scope of Demand Maintenance Orders (DMOs). Typically, IJO work is over the threshold for DMOs and under the threshold for major construction. Scope changes during the execution of a Demand Maintenance Order may qualify the work as an IJO candidate. Equipment affixed and built into the facility as an integral part of the facility (such as heating systems), but not movable equipment (such as a tank). A system for paying debts in fixed amounts at specified intervals. If debtors submit documentation to the creditor organization that they are financially unable to pay a debt in a lump sum, payment is accepted in regular installments.

Indirect Costs

Same

Cost Management

Individual Job Order (IJO)

Linear asset

Plant Maintenance

Installed Building Equipment

Fixed equipment

Plant Maintenance

Installment Plans

Reimbursables

For Official Use Only

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GFEBS Process Area

Reimbursables

Term/ Concept Name

Integrated Automated Travel System (IATS)

Corresponding Government Term

Same

Definition

Integrated Automated Travel System PC-based, automated travel system that handles many types of travelrelated transactions, including temporary duty, travel advances, and local travel. Receivables originate in IATS for various types of travel overpayments to civilian, military, and non-employee individuals. When a traveler debt is realized, IATS records the debt and the individual is notified. Recover the cost to the Department of the Treasury for borrowing funds due to delinquent debts owed to the United States. Unless otherwise stated, interest accrues from the date of the delinquency.

Interest Calculation

Reimbursables

Internal Orders

Functional cost account, project operation, job order

Cost objects used to plan, collect, monitor, and settle the costs of specific jobs and tasks. Used to monitor the costs of short-term, long-term, and recurring activities or programs. Intragovernmental Payments and Collections system - the capability to support bills and collections between Federal agencies through the use of electronic systems. A method of balancing inventory needs and requirements to minimize costs from obtaining and holding inventory. A request for payment by a vendor. Handles the interfacing for invoices to and from external system(s). Identifies and resolves interface errors. Receives and enters manual invoices in GFEBS and releases invoices blocked for payment. A report which assists in determining if there are open items for the customer.

A supplier that is exempt or otherwise not maintained in a Vendor Master interfacing system such as PLM+ and CEFT. Examples include LMP, DMLSS, etc.

Logistics system

Same

Spending Chain

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M-R

Terms and Concepts M-R

Term/ Concept Name

Maintenance Order

Corresponding Government Terms

Definition

A detailed planning aid in GFEBS for maintenance tasks to be performed. You can use an Maintenance Order to: · Plan tasks with specific reference to type, scope, deadlines, and resources. · Monitor the performance of tasks. · Define rules for account assignment and settlement, as well as for the budget. · Record, display, and settle the costs generated by the tasks.

Process Area

Financial Management

For Official Use Only

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GFEBS Process Area

Spending Chain Spending Chain Spending Chain Spending Chain

Term/ Concept Name

Master data

Corresponding Government Terms

Same

Definition

Master data contains information that remains the same over time and is needed often in the same form. GFEBS naming convention that standardizes material creation, which helps eliminate repetitive data. System generated document number that tracks the status (i.e. receipt or acceptance) of goods or services. Synonymous to the Element of Resource (EOR), which allows easier tracking of the different types of goods and services that will be procured. The total of all material master records. Contains all the data required to manage a material. Material master data includes basic data, sales data, purchasing data, accounting data, etc. Consists of creating, maintaining, and applying material master data that initiates acquisitions actions. Manually enters material master records, maintains the data created, and updates records as required. Handles the interfaces to/from external systems involved in the Material Master Data process; identifies and resolves interface errors. Number uniquely identifying a Material Master record, and thus a material. A term for procedures in materials planning that takes into account and plans every future requirement during the creation of procurement proposals such as independent requirements, or dependent requirements.

The different kinds of materials for which a Material Master record is created. Allows for the management of different materials in a uniform manner. GFEBS has three material types: Operating Supplies, Non-Stock Materials, and Service. A list of all the materials used by an enterprise for which a Material Master record has been created. A measurement point is the physical or logical place where a condition is described. For each measurement point, a predefined characteristic for unit or value restrictions is required. Examples of measuring points are temperature inside a boiler or speed of revolution of a wind wheel. The status is described using measurement readings. Mechanization Of Contract Administration Services ­ a system that contains vendor contracts.

Materials list

N/A

Spending Chain Plant Maintenance

Measurement Point/Counter

Scheduled PM

Mechanization of Contract Administration Services (MOCAS) Milestone

Same

Reimbursables

N/A

An event with a special meaning. Milestones can be used in a project to designate significant events or the completion of a project phase. MIPRs are used by Army activities that perform work or sell property/services on a reimbursable basis in DOD and other U.S. Government agencies. The reimbursements to appropriations are amounts earned and collected for property sold or goods or services rendered. This invoice is concerned with the payments that are not associated with a contract, and in some cases, are not a result of a purchase order/goods received matching process.

Project System

Military InterDepartmental Purchase Requests (MIPRs)

Same

Financial Management

Miscellaneous Payment Invoice (noncontractual)

Same

Spending Chain

For Official Use Only

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GFEBS Process Area

Term/ Concept Name

Miscellaneous Payments (noncontractual)

Corresponding Government Terms

Same

Definition

A valid obligation of the government Spending containing one or more of the following Chain attributes: · Payment per special authoritative arrangements other than a formal contracting arrangement. These may include special acts through legislative and executive orders. Payments authorized under formal contracting arrangements that necessitate subsequent funding arrangements. Payments and funding made by other federal agencies under special authority that necessitates special billing/reimbursement conditions. Payments for non-recurring, noncontractual purchases. Reimbursables

·

·

· Monitor Sales Order Processing Movement Type N/A

Includes running the Reimbursables Funds Status Report and updating the Sales Order when necessary. A classification key indicating the type of material movement (i.e. goods receipt/ acceptance). It is distinguished by a three-character key. Various tasks and work involved in the project and the temporal and causal relationships between these tasks. An object containing instructions on how to perform tasks in a specific way, in a specific order, and in a specific time period. Network orders contain network activities. Networks Orders define the overall (default) parameters for the entire network which is comprised of network activities, components, relationships, etc. Network Orders are not chargeable in GFEBS.

N/A

Spending Chain

Network Activity

N/A

Project System

Network Orders

N/A

Project System

Nominal Accounts

Same

G/L Accounts which require a zero balance at the beginning of each year. This includes all revenue, expense, and budgetary accounts.

Financial Management

For Official Use Only

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GFEBS Process Area

Reimbursables

Term/ Concept Name

NonReimbursable Accounts Receivables

Corresponding Government Terms

Definition

Receivables where a reimbursable agreement was not made are known as non-reimbursable receivables. Nonreimbursable receivables can be a result of a training course that is not fulfilled or failed by an individual, excess weight charges for freight, or overpayments where an individual or vendor has been overpaid and must return the difference.

Non-BudgetRelevant Cost

Same

Costs that do not have a direct impact on fund, functional area, funded program, or budget. Cost transactions that have no impact on funds availability as determined by the cost object's association with a nonbudget-relevant commitment item. Examples: military labor, leave liability, contract labor, direct activity allocations within the same fund and functional area

A legally binding commitment by the federal government that will result in outlays, immediately or in the future. Budgetary resources must be available before obligations can be incurred legally.

Financial Management

For Official Use Only

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GFEBS Process Area

Financial Management

Term/ Concept Name

Open/Close Processor

Corresponding Government Terms

Definition

The Open/Close Processor coordinates and maintains the opening and closing of financial periods in GFEBS for year end close. The Open/Close Processor ensures the posting periods in the accounting system are maintained and opened and/or closed according to standing business rules.

Operations Work Order (OWO)

SOO

Type of order used when the scope of work is not within an SOO work order. Example; is when extra work is required and is not covered under the SOO agreement. At Year End, the Order Maintainer analyzes existing Maintenance Orders, creates new Maintenance Orders where necessary to hold remaining work in the new fiscal year, and closes Maintenance Orders for the fiscal year.

Plant Maintenance

Order Maintainer

Financial Management

Ordinary Depreciation Overhead

N/A

Ordinary depreciation reflects the deduction for the normal wear and tear during the life/use of asset. A rate that determines to what extent the percentage-based or quantity-based overhead rate should be applied to direct costs. Also specifies under which conditions the overhead rate will be applied. A cost accounting method similar to the cost assessment method (standard and actual costing using full costs). Costs are not split into fixed and proportional costs. The system calculates wage costs using the fixed hourly rates determined in cost center planning, to evaluate the activity quantity structure of the work plan. The SAP system then uses overhead calculation to apply any remaining overhead costs to cost collectors or products.

Equipment &amp; Assets Cost Management

Same

Overhead Calculation

Same

Cost Management

For Official Use Only

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GFEBS Process Area

Cost Management

Term/ Concept Name

Overhead Rows N/A

Corresponding Government Terms

Definition

Consists of a base row or a totals row. Overhead amount is calculated by multiplying the amount in these rows by the overhead rate. Overhead rows also contain an offset key. The offset key determines which method of allocation is followed (percentage- or quantitybased). Removing a portion of the assets value. Verifies, accepts or rejects the payment proposal prepared by the Payment Processor. He/She is the final authority and completes the payment run.

Handles the interfacing for payments to and from external systems; identifies and resolves interface errors. Enters payment parameters and initiates the creation of the Payment Proposal file. A program for generating the payments identified in the payment proposal. After an invoice is received, recorded, and matched, payments are scheduled and disbursed to the vendors according to contractual and regulatory/statutory requirements (e.g. Prompt Payment Act). Payments are processed by the Payment Program in GFEBS via the Automatic Payment Transactions (F110) transaction

Spending Chain

N/A

Spending Chain Spending Chain

N/A

Payment Program (process)

N/A

This process involves matching invoices with obligations and receiving reports to ensure all contractual and regulatory/statutory requirements are met. Once invoices are verified, payments are scheduled to be made to vendors.

Spending Chain

For Official Use Only

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GFEBS Process Area

Spending Chain

Term/ Concept Name

Payment Proposal N/A

Corresponding Government Terms

Definition

A display of documents associated with proposed payments within the Payment Program, based on the payment parameters; makes distinctions between the various types of payments to be made. Includes all payments that were certified for payment. Payments blocked by the Certifier will not be included in the payment run. The Payroll Interface Processing Monitor executes the Payroll Accrual Extension twice during the Year End Close/Year Start process; to create obligations for payroll accruals, and then to close prior year obligations.

Payment Run

N/A

Spending Chain

Payroll Interface Processing Monitor

Financial Management

Penalties Penalties Calculation

Same

A fine that is calculated during the payment run. Assess a penalty charge of 6 percent per annum on any debt principal delinquent for more than 90 days. Penalty charges accrue from the date the principal amount became delinquent.

Funds Management Reimbursables

Perform Material Configuration

N/A

Addresses the sourcing, maintenance, and application of material master data.

Spending Chain

For Official Use Only

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GFEBS Process Area

Financial Management

Term/ Concept Name

Period Close Schedule Monitor

Corresponding Government Terms

Definition

The Period Close Schedule Monitor monitors the year end close progress and ensures that all year end close activities are carried out and completed in accordance with the year end close schedule. The Year Close Schedule Monitor interacts closely with user roles responsible for activities associated with the year end close processes. If errors are identified during the year end closing, the Year Close Schedule Monitor is responsible for notifying the GFEBS user community of modifications required for the scheduling of activities. In some cases, this will require the Year Close Schedule Monitor to cease additional closing activities until errors are successfully corrected. The Period Close Schedule Processor enters the Year Close schedule into the GFEBS scheduling tool. This occurs once the period/year end close schedule has been created and approved.

Period Close Schedule Processor

Financial Management

Permit

Same

A regulation or condition observed when performing maintenance work. Permits can be assigned to the following objects: equipment, functional locations, and maintenance and service orders. The physical counting and recording of stock levels. A modularly structured information system that is part of the Logistics Information System.

Plant Maintenance

Physical Inventory Plant Maintenance Information System (PMIS)

Phys Inv IFS

Plant Maintenance Plant Maintenance

For Official Use Only

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GFEBS Process Area

Spending Chain

Term/ Concept Name

Post Invoices (process)

Corresponding Government Terms

Definition

This process addresses the receipt and recording of invoices; either through external interfacing systems or those received manually. This activity processes payments for contractual and non-contractual invoices. Contractual invoices are a result of the purchase order/goods receipt/acceptance matching process. Non-contractual payments (also called Miscellaneous Payments) are the result of other types of obligating documents such as a lease agreement, a utility account, a legal judgment, clothing allowance etc.

Post Pay file

N/A

Collective data file that captures disbursement transactions made on behalf of GFEBS from ADS. A period within a fiscal year for which transaction figures are updated. Every posted transaction is assigned to a particular posting period. Generally, posting periods follow monthly periods. In some exceptions, posting periods may be defined by quarterly intervals. A third party, commercial payment tool owned by US Bank. It is an online freight payment and transaction tracking system. The Army uses PowerTrack to ship freight and household goods. PowerTrack sends shipment invoices through US Bank to GFEBS. Modifications to the purchase requisitions that originate after it was saved and submitted to the contracting office. The inspection, care, and servicing of equipment, utility plants and systems, buildings, structures, and facilities for detecting and correcting developing failures and accomplishing minor maintenance.

Spending Chain Financial Management

Posting Period

Same

PowerTrack

N/A

Spending Chain

PR Amendment

N/A

Spending Chain

Preventive Maintenance

Same

Plant Maintenance

For Official Use Only

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GFEBS Process Area

Plant Maintenance

Term/ Concept Name

Preventive Maintenance Order (PMO)

Corresponding Government Terms

PM COO

Definition

The order type created to execute inspections, care, and servicing of equipment, utility plants and systems, buildings, structures, and facilities for detecting and correcting developing failures and accomplishing minor maintenance. Plans that are scheduled, monitored, refined, and updated to complete preventive maintenance. Elements of cost with a corresponding expense account in the General Ledger. Examples: travel, labor, and supply costs. The amount to be paid by the debtor, which does not include interest, administrative, and penalty receivables. Addresses the management and maintenance of vendor master data. Product Lifecycle Management Plus centralized hub that provides enterprise-level data management. Additionally, it is the GFEBS source of customer master data for all entities that have a DOD Activity Address Code (DODAAC). Manages a Master Data Management (MDM) Database. This MDM database is the central data repository for Armywide/global vendors. Project Accounting plans costs, which aids the performer in assessing the economic and financial consequences of the project. Project Builder encompasses all the project components, such as, creating a network, activity or a cost plan. Binding framework for entire project The Project Information System is a flexible, comprehensive information system used to monitor and control project data.

A Project Milestone is an element that marks the completion of a work package or phase. Project Orders serve to obligate appropriations in the same manner as orders or contracts placed with commercial enterprises. Project Orders also provide authority for federal agencies to order goods and services from other DOD agencies. Project Planning provides the performer of creating a Sales Order with a project structure with dates, planned work, and responsible parties as well as with the appropriate funding information that is used to derive budget attributes during execution. Carrying out this process provides the performer with a project structure with dates, planned work, and responsible parties as well as with the appropriate funding information to derive budget attributes during execution. Project Systems (PS) is a tool within GFEBS used for precise planning, execution, and cost controlling of the detailed activities involved in creating and tracking a project within the Army. At Year-Start, the Project Systems Master Data Maintainer updates the fund on all open WBS elements to reflect the fund of the new fiscal year. This fund must be updated on all but non-expiring multi-year funds and noyear funds. The order type created to execute an IJO. The Prompt Payment rule ensures that federal agencies pay vendors in a timely manner. Prompt Payment assesses late interest penalties against agencies that pay vendors after a payment due date.

N/A

Reimbursables

Project Planning

N/A

Reimbursables

Project Planning with Project Accounting

N/A

Reimbursables

Project Systems (PS)

Work Estimates

Project System

Project Systems Master Data Maintainer

N/A

Financial Management

Project Work Order (PWO) Prompt Payment Act

IJO Same

Plant Maintenance Spending Chain

For Official Use Only

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GFEBS Process Area

Financial Management

Term/ Concept Name

Proprietary Set of Accounts

Corresponding Government Terms

Same

Definition

Accounts in the USSGL that record the receipts of funds with the U.S Treasury and the proper classification of assets, liabilities, and net position. A legal reservation of funds after a contract has been signed, or a service provider has agreed to provide goods or services. A request or instruction from a purchasing organization to a vendor (external supplier) or a plant to deliver a quantity of material or to perform services at a certain point in time. In GFEBS, a PO results in the obligation of funds. It can be created either by an interface or manually entered. Handles interfacing to and from external systems in the purchase order and funds commitment document processes. Identifies and resolves interface errors. Manually enters purchase orders and funds commitment documents directly into GFEBS. A recorded request for the purchase of goods and/or services that results in a commitment of funds. A recorded request for the purchase of goods and/or services that results in a commitment of funds. Addresses the workflow approval process for purchase requisitions. After the purchase requisitions are approved, the status of the PR is changed from &quot;blocked&quot; to &quot;unblocked,&quot; in order for the PR to go to the contract writing system (SPS). Responsible for maintaining the custom table which houses all of the data elements needed to route the PR to the appropriate approver.

When manual purchase requisitions from GFEBS and DMLSS are recorded in GFEBS, they go through a workflow for approval by different levels of approvers. The type the purchase determines the required approval levels. Performs technical review of the purchase requisition; validates purchase requisitions for correctness; forwards approved purchase requisitions to the next level approver or to the PR Funds Certifier depending on release strategy. There are up to five levels of purchase requisition approvers: · · Level 1 - performs a technical review Level 2 (is in the property book office) ­ ensures the unit is authorized the item being ordered and the unit does not have its full complement of the item. Level 3 (is CIO) ­ IT related purchases Level 4 approver ­ is the Purchase Requisition Funds Certifier Level 5 ­ MIPR acceptance (DD Form 448-2)

Involves allocating a quantity, usually hours, of some type of activity. Collective data file that captures transactions due for payment, via the Payment Program; subsequently, sent to the Automated Disbursing System (ADS) for disbursement.

A type of internal order that can be used to monitor the costs of short-term, longterm, and recurring activities or programs. Examples: · · · · · · Minor construction Damages from a fire Investment orders for assets produced in house Development and construction orders Orders for services to a third party Advertising

Receipt Accounts

Same

Funds collected from selling land, capital, or services, as well as collections from the public (budget receipts), such as taxes, fines, duties, and fees. If the Army receives Receipt Collections, the funds are deposited back into the Treasury's Receipt Fund. At the Year End Close, all Receipt Fund collections in GFEBS are closed out and taken off the GFEBS General Ledger. The comparison of account balances in order to ensure that there are no errors in calculation. A G/L account to which transactions in the subsidiary ledgers (such as in the customer, vendor, or assets areas) are updated automatically. Typically, several subledger accounts post to a common reconciliation account. This ensures that the developments in the subledger accounts are accurately reflected in the General Ledger.

Funds that are recovered and adjusted. Adjustments will result in an increase in available budget within the applicable unexpired fund. Describes which funds and how budget is to be reallocated from the highest level to the lowest level. A Sales Order needs to be reestablished when a performer's reimbursable authority has expired in the previous year, but the Sales Order has not been closed.

Redistribute Budget Re-establish a Sales Order

Same

Funds Management Financial Management

Re-establish a Sales Order

Same

Is when the performer's reimbursable authority has expired in the previous year, but the Sales Order is not closed the Sales Order needs to be reestablished. Funded Reimbursable Authority is specified on a FAD received by the Performing organization and stipulates a specific dollar amount of Reimbursable work that can be performed. Customer Order Processors are responsible for monitoring funding of orders via the Reimbursable Funds Status Report. The report includes all orders that have executed within 75% or more of the order limit. Additionally, this report displays a list of expenses, disbursements, allotments, and obligations for existing funds.

Reimbursables

Reimbursable Authority

Same

Reimbursables

Reimbursable Fund Status Report

Reimbursables

Release Strategy

N/A

A pre-determined routing path based on characteristics of the purchase requisition, which is used in the purchase requisition approval workflow to determine the required approval levels for the purchase requisition. This represents notifying Congress of requested changes (typically funding changes) regarding new or revised initiatives or programs.

Spending Chain

Reprogramming

Same

Funds Management

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GFEBS Process Area

Funds Management

Term/ Concept Name

Rescissions

Corresponding Government Terms

Same

Definition

When Congress initially provides funds in an appropriation act, but later rescinds some or all of what was previously appropriated through a subsequent law. Resource planning outlines the resources assigned to GFEBS. It displays both the planned number of workdays per month, and the actual number. It calculates the variance between the two. It also contains a cumulative planned hour's worksheet. Resource-related Billing accumulates the expenses incurred in each period that can be invoiced.

Resource Planning

Business Office

Project System

Resourcerelated Billing Revenue Element Revenue

Reimbursables

Indicates the type of revenue (or earnings) associated with a posting. Functions much in the same way as a General Ledger Account. The RM Periodic Processor is responsible for the month end and year end write-down and re-establishment of sales orders, and the write-down and rollover of advances.

Cost Management

RM Periodic Processor

Financial Management

Routing Identification Code (RIC)

Same

Assigned by services/agencies for processing inter-service/agency and intra-service/agency logistics transactions. RIC identifies the activity originating in the supply document, the recipient of the document, and/or the shipper. All Army vendors are identified by a RIC. Each RIC record has a Contractor and Government Entity (CAGE) Code.

Spending Chain

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For Official Use Only

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GFEBS

S-Z

Terms and Concepts S-Z

Term/ Concept Name

Sales Order with an Advance

Corresponding Government Terms

Definition

A Sales Order with an Advance represents an agreement between two entities, specifically between the Army and itself or another federal agency, the Army and a commercial organization, state and local government, or individual, where monies were provided by the customer in advance for the services and/or goods to be provided in the support of the agreement. A Sales Order without an Advance represents a Reimbursable agreement that is represented by a Funding Authorization Document between two entities, specifically between the Army and itself or another federal agency, that provides the Army with the ability to increase their Reimbursable Authority to provide the work and is paid based on the goods and/or services provided.

Process Area

Reimbursables

Sales Order without an Advance

Reimbursables

Secondary Cost Elements

Cost transfers

Cost elements that track the internal movement of costs, such as allocations or settlements, and that provide a more accurate view of where costs are incurred within the organization. Secondary cost elements do not have corresponding General Ledger account or an account that tracks the internal movement of those costs. Examples of secondary cost elements are: · · · Assessment cost elements. Cost elements for internal activity allocation. Cost elements for order settlement.

Cost Management

Think of secondary cost elements as &quot;summary&quot; cost elements because they involve summarizing costs and their internal movements.

For Official Use Only

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GFEBS Process Area

Cost Management

Term/ Concept Name

Settlement

Corresponding Government Terms

N/A

Definition

An action to move costs from internal orders to other objects (e.g., cost center, [WBS] elements) based on specific settlement rules. The task of transferring the recorded cost of a new item from an Asset under Construction (AuC) to an asset master. Standard Form (SF) 1080, Voucher for Transfer between Appropriations and/or Funds, is a standard form used by the Army to bill Federal Agencies. The SF 1080 is a Department of the Treasury form. It is designed for use as a charge document and basic voucher when settlements between fund accounts are to be made. A customized Trial Balance for GFEBS which includes SFIS attributes required by DOD reporting standards.

SNAP is for small FMS non-standard items and its mission is to supply difficult to support, small quantity, low dollar value items to the FMS customer. To support SNAP, GFEBS records obligations for items purchased through SNAP. The interface from SNAP sends GFEBS obligation information which is recorded in GFEBS as a purchase order. A separate financial ledger, also called the &quot;Alternative Ledger&quot; in GFEBS, which contains the SFIS attributes required for external reporting. This parallel special ledger also meets FACTS, FACTS II and GFRS reporting requirements. Although the Balance Forward Processor must carry the special ledger forward at the end of the fiscal year, the normal GFEBS user will not interact with the Special Ledger.

Special Ledger

Financial Management

Special Posting Period

13 month

A type of posting period used to divide the last regular posting period for closing operations. A maximum of twelve posting periods and four special periods make up a fiscal year.

Financial Management

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Spending Chain

Term/ Concept Name

Spending Chain

Corresponding Government Terms

N/A

Definition

Encompasses the end-to-end Requisition-to-Pay process that includes managing and applying material and vendor master data, generating and maintaining purchase requisitions and purchase orders, receiving and posting goods receipt, goods acceptance, invoicing, and payment processing. The Department of Defense's standard for categorizing financial information to support financial management decision making and reporting requirements. A tree-like structure that represents the organization and all of it organizational groups. Once the standard hierarchy is built, cost centers are created and assigned to groups within the hierarchy. The hierarchy consists of all cost centers within the system for a given period, and therefore represents the entire organization. A DoD application that supports the acquisition process by capturing information for purchase requisitions. After award it will send contract data to GFEBS to record the obligation through creation of a PO. An SOO is used to execute the work of a OWO. SOO orders are used for plant operations, municipal services, and operator maintenance services. This type of maintenance supports labor requirements that are constant and predictable. Construction, maintenance and repair work, and preventive maintenance do not use a SOO.

Standard Financial Information Structure (SFIS) Standard Hierarchy

Same

Financial Management

N/A

Cost Management

Standard Procurement System (SPS)

N/A

Spending Chain

Standing Operations Order (SOO)

SOO

Plant Maintenance

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GFEBS Process Area

Cost Management

Term/ Concept Name

Statistical Internal Order

Corresponding Government Terms

N/A

Definition

A type of internal order that displays a parallel view of costs. Costs collected on statistical internal orders cannot be settled. A posting to a statistical internal order occurs as a result of a real posting to a cost object such as a cost center. The statistical posting to the internal order is an entry that occurs parallel to the real posting made to another object. The advantage of using a statistical internal order is the real costs are posted to the cost center using the primary cost element. Master data objects that can be used as the basis for internal allocations such as distributions and assessments. Represent amounts or quantities. Examples: number of employees, telephones, or computers in a department, number of square feet in a building. Refers to the quantities of materials in a company's storage facilities. Also termed &quot;inventory.&quot; An account that records the opening quantity of stock in a warehouse, goods issues and receipts, and the closing stock. Supply 2000 is currently used at many of the Directorate of Public Works (DPWs) for supply management. GFEBS converts the Material Master from the Supply 2000 data, and functionality of material management is performed in GFEBS for DPW items. System status tells the user what functions have been carried out. User statuses enable you to extend the control of business processes managed by the system status. You can set and delete user statuses manually when carrying out business transactions.

Statistical Key Figures (SKFs)

N/A

Cost Management

Stock

Same

Spending Chain Spending Chain

Stock Account

Same

Supply 2000

Same

Spending Chain

System and User N/A Status

Project System

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Cost Management

Term/ Concept Name

Target = Actual Allocation

Corresponding Government Terms

N/A

Definition

A form of indirect activity allocation used for cost centers and business processes. In this method, actual activity quantities to be allocated are not entered directly. GFEBS calculates this by using the plan activity inputs of the receivers. It also uses the operating rates of the cost centers receiving the activity type. Because target = actual allocation is meant only for assigning actual values, activities to be allocated with this method must be assigned different activity type categories for planning or actual postings.

Task List

N/A

A document assigned to a maintenance plan. It describes the tasks to be carried out to maintain a piece of equipment or functional location. The same task list may be assigned to several maintenance plans because the maintenance procedure can be the same for more than one part. A term for a component in a technical system where a maintenance task is performed or a physical object maintained as a unit (equipment). An allocation method for cost centers, activity types and business processes that uses a template with weighting factors such as rates and percentages (quantity-based). A simulation that allows you to check for errors without posting. Third Party Outpatient Collection System - Tri-Service system that provides system functions for the Army, Navy, and Air Force. TPOCS is a standalone system at each medical facility and handles both Third Party Claim (TPC) and Medical Affirmative Claims (MAC).

Plant Maintenance

Technical Objects

Same

Plant Maintenance

Template Allocation

N/A

Cost Management

Test Run Third Party Outpatient Collection System (TPOCS)

N/A

Equipment &amp; Assets Reimbursables

For Official Use Only

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Crosswalk of GFEBS to Government Terms

GFEBS Process Area

Plant Maintenance

Term/ Concept Name

Time-based Preventive Maintenance Plans Transportation (PowerTrack)

Corresponding Government Terms

Same

Definition

Used when frequency of orders are required based on a time schedule (calendar dates). These plans require cycle start dates, a call horizon, and a cycle set. Relates to the shipment of goods as managed by PowerTrack, a US Bank system. Prior to receiving invoices, a bulk obligation is established in GFEBS by manually entering a funds commitment document. A report that the U.S. Treasury requires from U.S. Government agencies that provides a status of the public debt due to federal agencies. A Trial Balance which displays the Standard General Ledger Account balances by fund at the four digit summary level.

Funds that allow commitments and obligations to be posted until the expiration date is reached A manual process to reflect extraordinary depreciation on the asset. Involves allocating actual dollar amounts. The difference between planned and actual costs and/or outputs. A person or organization that provides goods or services to the Army. Defines the fields the vendor master record contains and the vendor numbering. The account group specifies the grouping of fields needed for certain types of vendors. This allows unique information to be captured for different vendor records. Vendor account groups are discussed in the L451: Material and Vendor Master Data Maintenance course.

Contains basic information about a vendor to the Army. Consists of creating, maintaining, and administering vendor master data. Identifies vendor data and maintains the vendor master data. The Vendor Master Data Controller manually builds data when a vendor is not maintained by PLM+. Handles the interfaces to/from external systems involved in the Vendor Master Data process. The Vendor Master Data Interface Processing Monitor identifies and resolves interface errors. A unique identifier linked to each vendor master record. Defines the scope of services a company will perform in the event of damage or problems. Individual elements within the Work Breakdown Structure (WBS) used for planning and updating cost data. Structural element in a work breakdown structure representing the hierarchy of a project. Line of Accounting (LOA) is assigned to WBS element. Model of the work to be performed during a project that accumulates cost. The WBS forms the basis for planning all tasks in a project. The emphasis is placed on planning, analysis, description, control and monitoring of costs, basic dates, and the budget. In GFEBS, WBS is used as the funding execution structure.

A hierarchical outline described in the Project System project definition. The WBS is the basis for the organization and coordination of a project.

For Official Use Only

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GFEBS Process Area

Reimbursables

Term/ Concept Name

Work Breakdown Structure (WBS)

Corresponding Government Terms

N/A

Definition

A cost object with a Sales Order that maintains the organizations line of accounting, and other project related information. Individual elements representing activities within the WBS and that are used to plan and update actual cost data. Examples: tasks, partial tasks that are subdivided further, work packages. A unit representing a suitably equipped physical location where work can be performed. The actions taken by the performing organization to provide the goods and/or services requested by the customer.

Work Breakdown Structure Elements (WBS)

Job cost accounting

Cost Management

Work Centers

Shops

Project System

Work Execution

Reimbursables

Workflow

N/A

It is an automated, pre-determined routing path based on unique characteristics of each purchase request. A receivable that is not collected is written off and has a status of Currently Not Collectible (CNC) or closed out. A receivable that is not collected after multiple collection attempts. A write-off is an accounting transaction that clears an open receivable to the allowance for loss on accounts receivable. Receivables that are written off are classified with a status code of either Currently Not Collectible (CNC) or Closed Out.

Spending Chain

Write - Off

Reimbursables

Write Downs

Same

At the end of the year, all Sales Orders citing reimbursable authority that are expiring in the current year must be written down to the obligation amount. At the end of the year, all Sales Orders citing reimbursable authority that are expiring in the current year must be written down to the obligation amount.

Financial Management

Write Downs

Same

Reimbursables

For Official Use Only

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GFEBS Process Area

Financial Management

Term/ Concept Name

Year End Certification

Corresponding Government Terms

Same

Definition

The Year End certification of financial reports requires certification that all known funds, commitments, obligations, reimbursable orders, and earnings have been entered and recorded correctly in the accounting records. This certification is an official confirmation signed by the appropriate financial manager. The Year End Certifier is responsible for ensuring that all known funds, commitments, obligations, reimbursables orders, and earnings have been entered and recorded correctly in the accounting records. After certifying accounting transactions, the Year End Certifier notifies GFEBS users that the transactions have been certified. Reporting procedures then begin. A set of activities carried out at the end of the fiscal year to accomplish four main tasks: 1) to close accounts for the year 2) to determine the net effect of activities on the Army's General Fund General Ledger for the year 3) to open a new year to track the transactions in the upcoming fiscal year and 4) to produce financial statements which reflect the Army's financial status for the year. The Year End Processor closes purchase requisitions, purchase orders, earmarked funds, and sales orders in GFEBS at the end of the year. The Year End Processor also cancels accounts payable against funds that are canceled at the end of the year. The Year End Processor executes pre-closing and closing of proprietary and budgetary accounts in accordance with Treasury guidelines. Finally, the Year End Processor changes the system status during the Year Start activities, and reclassifies unexpired funds.